ACTION:
____________________________
Clerk/Secretary
Department: City Manager Item No: C6
Prepared by: Angela Baggett, Management Analyst Meeting Date: January 24, 2023 Approved by: Amanda Lee, Acting City Manager Agenda Location: Consent Calendar SUBJECT: AUTHORIZATION TO APPLY FOR FY 2022 ASSISTANCE TO FIREFIGHTERS GRANT
FUNDING
RECOMMENDATION:
1.Adopt City Council Resolution No. 2023- , authorizing the grant application for FEMA FY 2022 Assistance to Firefighters grant funding.
CORRELATION TO CITY COUNCIL GOALS: (1) Fiscal Responsibility and (2) Public Safety.
PRIOR ACTION: On December 14, 2021, adopted City Council Resolution No. 2021-205, authorizing the regional project grant application for FEMA FY 2021 Assistance to Firefighters grant funding in partnership with the Del Mar Fire Department, Solana Beach Fire Department, Encinitas Fire Department, North County Fire Protection District, and Rancho Santa Fe Fire District (Vote: 5-0).
STATEMENT ON THE SUBJECT: On January 9, 2023, the U.S. Department of Homeland Security (DHS), via the Federal Emergency Management Agency (FEMA), released the Fiscal Year (FY) 2022 Assistance to Firefighters (AFG) Notice of Funding Opportunity (NOFO). AFG enhances the safety of the public and firefighters with respect to fire and fire-related hazards and provides financial assistance directly to eligible fire departments, nonaffiliated emergency medical service (EMS) organizations, and State Fire Training Academies (SFTAs) for critical training and equipment. For FY 2022, $324 million is available and a total of 2,000 awards will be made.
The FY 2022 AFG program has three activities: 1) Operations and Safety, 2) Vehicle Acquisition, and 3) Regional Projects. The Vista Fire Department plans to submit an application for the Operations and Safety activity. The estimated request amount for the project is $510,000 for the purchase of seven power lift gurneys. This purchase aligns with goals the of the AFG program while protecting people through progressive and responsible hazard and injury prevention. Having power lift gurneys also means alleviating risk of injury to firefighters when lifting patients. The grant application requires the City to submit a resolution authorizing the submittal of the application (Exhibit 1).
FISCAL IMPACT: There is no fiscal impact with the submittal of this application. If awarded the grant, staff will submit a revenue adjustment accepting the funds in the City’s Operating Budget.
EXHIBITS:
1.City Council Resolution No. 2023- , authorizing the grant application for FEMA FY 2022 Assistance to Firefighters grant funding.
2.Notice of Funding Opportunity
AGENDA
REPORT
CITY COUNCIL
COMMUNITY DEVELOPMENT COMMISSION
SUCCESSOR AGENCY
BUENA SANITATION DISTRICT
JOINT POWERS FINANCING AUTHORITY
01/24/2023 C6 Page 1 of 86
Approved above recommendation, adopted City Council Resolution No. 2023-7.
Vote: 5-0
RESOLUTION NO. 2023-
A RESOLUTION OF THE CITY COUNCIL OF THE CHARTERED CITY OF
VISTA, CALIFORNIA, AUTHORIZING THE GRANT APPLICATION FOR FEMA FY 2022 ASSISTANCE TO FIREFIGHTERS GRANT FUNDING
The City Council of the City of Vista does resolve as follows:
1. Findings. The City Council hereby finds and declares the following:
A. The Vista Fire Department serves the residents of Vista and the Vista Fire Protection District, providing services that range from fire prevention and suppression to emergency medical services, to technical rescue and hazardous materials mitigation.
B. The United States Department of Homeland Security, via the Federal Emergency Management Agency, provides grant funds through the Assistance to Firefighters Grant Program to enhance the safety of the public and firefighters with respect to fire and fire-related hazards.
C. The City of Vista wishes to receive grant funds through the Assistance to Firefighters Grant Program.
2. Action
A. The City Manager, or his/her designee, is authorized to submit a grant application to the Department of Homeland Security, Federal Emergency Management Agency through the Assistance to Firefighters Grant Program and execute a grant agreement upon award of a grant.
3. Adoption. PASSED AND ADOPTED at a meeting of the City Council of the City of Vista held on January 24, 2023, by the following vote:
AYES:
NOES:
ABSTAIN:
JOHN FRANKLIN, MAYOR
APPROVED AS TO FORM: ATTEST:
WALTER CHUNG, CITY ATTORNEY KATHY VALDEZ, CITY CLERK By: By:
APPROVED
Walter C.Chung
20230117131056
000292136 EXHIBIT 1
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1 The Department of Homeland Security
Notice of Funding Opportunity
Fiscal Year 2022 Assistance to Firefighters Grant Program Effective April 4, 2022, the Federal Government transitioned from using the Data Universal Numbering System or DUNS number,to a new,non-proprietary identifier known as a Unique Entity Identifier or UEI. For entities that had an active registration in in the System for Award Management(SAM)prior to this date, the UEI has automatically been assigned and no action is necessary. For all entities filing a new registration in SAM.gov after April 4, 2022, the UEI will be assigned to that entity as part of the SAM.gov registration process.
UEI registration information is available on GSA.gov at Unique Entity Identifier Update I GSA.
Grants.gov registration information can be found at:
https://www . rg ants.gov/web/grants/register.html. Detailed information regarding UEI and SAM is also provided in Section D of this NOFO.
Table of Contents
A. Program Description.................................................................................................................3
1. Issued By...........................................................................................................................3
2. Assistance Listings Number..............................................................................................3
3. Assistance Listings Title...................................................................................................3
4. Funding Opportunity Title ................................................................................................3
5. Funding Opportunity Number...........................................................................................3
6. Authorizing Authority for Program...................................................................................3
7. Appropriation Authority for Program...............................................................................3
8. Announcement Type.........................................................................................................3
9. Program Category.............................................................................................................3
10. Program Overview, Objectives, and Priorities..................................................................3
11. Performance Measures......................................................................................................4 B. Federal Award Information ......................................................................................................5
1. Available Funding for the NOFO: $324 million..............................................................5
2. Projected Number of Awards: 2,000...............................................................................5
3. Period of Performance: 24 months................................................................................5
4. Projected Period of Performance Start Date(s): N/A.......................................................6
5. Projected Period of Performance End Date(s): N/A ........................................................6
6. Funding Instrument Type: Grant...................................................................................6 C. Eligibility Information..............................................................................................................6
1. Eligible Applicants............................................................................................................6
2. Applicant Eligibility Criteria.............................................................................................7
3. Other Eligibility Criteria...................................................................................................7
4. Maintenance of Effort(MOE)...........................................................................................8
5. Cost Share or Match..........................................................................................................8 D. Application and Submission Information.................................................................................9
1. Key Dates and Times........................................................................................................9
2. Agreeing to Terms and Conditions of the Award...........................................................10 FY 2022 AFG NOFO EXHIBIT 2 Back to the Top
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2 3. Address to Request Application Package....................................................................... 10
4. Steps Required to Obtain a Unique Entity Identifier, Register in the System for Award Management (SAM), and Submit an Application.......................................................... 11
5. Electronic Delivery........................................................................................................ 12
6. How to Register to Apply............................................................................................... 12
7. Submitting the Final Application................................................................................... 14
8. Timely Receipt Requirements and Proof of Timely Submission................................... 14
9. Content and Form of Application Submission............................................................... 14
10. Funding Restrictions and Allowable Costs.................................................................... 16 E. Application Review Information........................................................................................... 20
1. Application Evaluation Criteria .....................................................................................20
2. Review and Selection Process........................................................................................ 21 F. Federal Award Administration Information..........................................................................24
1. Notice of Award............................................................................................................. 24
2. Difference between Application Request and Award....................................................24
3. Turndown Notifications ................................................................................................. 24
4. Administrative and National Policy Requirements........................................................24
5. Reporting........................................................................................................................ 27
6. Monitoring and Oversight.............................................................................................. 30 G. DHS Awarding Agency Contact Information........................................................................ 31
1. Contact and Resource Information................................................................................. 31
2. Systems Information ...................................................................................................... 32 H. Additional Information.......................................................................................................... 32
1. FEMA Financial Assistance Programs for Infrastructure.............................................. 32
2. Termination Provisions.................................................................................................. 34
3. Program Evaluation........................................................................................................ 35
4. Period of Performance Extensions................................................................................. 35
5. Disability Integration...................................................................................................... 36
6. Conflicts of Interest in the Administration of Federal Awards or Subawards ............... 37
7. Procurement Integrity..................................................................................................... 38
8. Record Retention............................................................................................................42
9. Actions to Address Noncompliance...............................................................................43
10. Audits.............................................................................................................................44
11. Payment Information......................................................................................................46
12. Whole Community Preparedness...................................................................................46
13. Appendix A-FY 2022 AFG Program Updates............................................................47
14. Appendix B-Programmatic Information and Priorities ...............................................49
15. Appendix C-Award Administration Information......................................................... 79 FY 2022 AFG NOFO Back to the Top
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3 A. Program Description
1. Issued By
U.S. Department of Homeland Security(DHS)/Federal Emergency Management Agency (FEMA)/Grant Programs Directorate (GPD)
2. Assistance Listings Number
97.044
3. Assistance Listings Title
Assistance to Firefighters Grant(AFG)
4. Funding Opportunity Title
Fiscal Year 2022 Assistance to Firefighters Grant(AFG)
5. Funding Opportunity Number
DHS-22-GPD-044-00-98
6. Authorizing Authority for Program
Section 33 of the Federal Fire Prevention and Control Act of 1974, Pub. L.No. 93-498, as amended(15 U.S.0 § 2229)
7. Appropriation Authority for Program
Title III, Division F of the Department of Homeland Security Appropriations Act, 2022 (Pub.
L. No. 117-103)
8. Announcement Type
Initial
9. Program Category
Preparedness: Fire and Life Safety
10. Program Overview, Objectives, and Priorities
a. Overview
The Fiscal Year(FY) 2022 Assistance to Firefighters Grant(AFG) Program is one of three grant programs that constitute the Department of Homeland Security (DHS), Federal Emergency Management Agency's (FEMA's) focus on enhancing the safety of the public and firefighters with respect to fire and fire-related hazards. The AFG Program provides financial assistance directly to eligible fire departments, nonaffiliated emergency medical service(EMS) organizations, and State Fire Training Academies (SFTAs) for critical training and equipment. The AFG Program has awarded approximately $8.1 billion in grant funding to provide critically needed resources that equip and train emergency personnel to recognized standards, enhance operational efficiencies, foster interoperability, and support community resilience. Since FY 2018, the AFG Program has awarded more than 600 fire apparatuses, 102,000 personal protective equipment items, and 124,000 other fire equipment to over 3,800 unique recipients. During the same period, the AFG Program awarded 588 recipients approximately $90 million to modify department facilities or implement wellness and fitness FY 2022 AFG NOFO Back to the Top
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4 priorities to protect firefighter health. Information about success stories for this program can be found at Assistance to Firefighters Grants Program I FEMA.gov.
The AFG Program represents part of a comprehensive set of measures authorized by Congress and implemented by DHS. Among the five basic homeland security missions noted in the DHS Strategic Plan for Fiscal Years 2020-2024, the AFG Program supports the goal to Strengthen Preparedness and Resilience. In awarding grants, the FEMA Administrator is required to consider:
• The findings and recommendations of the Technical Evaluation Panel (TEP); • The degree to which an award will reduce deaths, injuries and property damage by reducing the risks associated with fire related and other hazards; • The extent of an applicant's need for an AFG Program grant and the need to protect the United States as a whole; and
• The number of calls requesting or requiring a firefighting or emergency medical response received by an applicant.
The 2022-2026 FEMA Strategic Plan creates a shared vision for the field of emergency management and sets an ambitious, yet achievable, path forward to unify and further professionalize emergency management across the country. The AFG Program directly supports Goal 3 to Promote and Sustain a Ready FEMA and Prepared Nation. We invite all our stakeholders and partners to join us in building a more prepared and resilient nation.
In 2021, the National Fire Protection Association (NFPA)published a needs assessment survey, highlighting challenges that departments across the nation faced with a lack of equipment, training, and health programs. The results revealed nearly two-thirds of departments have firefighters wearing personal protective clothing that is 10 years old or older; 2 1% of department personnel who perform emergency medical services have no certifications; 72% of fire departments do not have programs to maintain basic firefighter fitness and health; and nearly three-quarters (73%) of all fire departments in the U.S. do not have a behavioral health program. The needs assessment underscores the widespread lack of equipment, training, and health programs required for the life and safety of emergency personnel. The AFG Program seeks to meet those needs and bring such entities into compliance with industry standards.
b. Objectives
The objectives of the AFG Program are to provide critically needed resources that equip and train emergency personnel to recognized standards, enhance operational efficiencies, foster interoperability, and support community resilience.
c. Priorities
Information on program priorities and objectives for the FY 2022 AFG Program can be found in Appendix B —Programmatic Information and Priorities.
11. Performance Measures
The grant recipient is required to collect data to allow FEMA to measure performance of the FY 2022 AFG NOFO Back to the Top
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5 awarded grant in supporting AFG Program metrics, which are tied to the programmatic objectives and priorities. To measure performance, FEMA may request information throughout the period of performance. In its final performance report submitted at closeout, the recipient must submit sufficient information to demonstrate it has met the performance goal as stated in its award. FEMA will measure the recipient's performance of the grant by comparing the number of items, supplies, projects and activities needed and requested in its application with the number acquired and delivered by the end of the period of performance using the following programmatic metrics:
• Percentage of AFG Program personal protective equipment(PPE) recipients who equipped 100% of on-duty active members with PPE in compliance with applicable NFPA and Occupational Safety and Health
Administration(OSHA) standards.
• Percentage of AFG Program equipment recipients who reported that the grant award brought them into compliance with either state, local,NFPA or OSHA standards. • Percentage of AFG Program grant recipients who reported having successfully replaced their fire vehicles in accordance with industry standards. • Percentage of AFG Program training recipients who reported that the grant award allows their members to achieve firefighter training level I and firefighter training level I1 within one year of coming into service.
• Percentage of AFG Program wellness and fitness recipients who reported that the grant award allows their members to achieve minimum physical and/or mental operational readiness requirements through tailored health-related fitness programs. • Percentage of AFG Program grant recipients for modifications to facilities projects who reported that the grant award brought them into compliance with either state, local,NFPA, or OSHA standards on housing and readiness posture.
B. Federal Award Information
1. Available Funding for the NOFO: $324 million'
2. Projected Number of Awards: 2,000
3. Period of Performance: 24 months
While all recipients are expected to complete the awarded activities within the period of performance specified in the award package, extensions to the period of performance are allowed. For additional information on period of performance extensions,please refer to Section H.
' Note that this figure differs from the total amount appropriated under the Title III,Division F of Department of Homeland Security Appropriations Act,2022,Pub.L.No. 117-103.In this FY 2022 AFG Program NOFO,percentages of"available grant funds"refers to the total amount appropriated—$360,000,000—by Pub.L.No. 117-103 to meet the statutory requirements of§ 33 of the Federal Fire Prevention and Control Act of 1974,as amended(codified at 15 U.S.C.§2229).A portion of these "available grant funds"will be allocated to the Fire Prevention and Safety(FP&S)Program,which will have a separate NOFO and application period.$36,000,000 will be allocated to FP&S for FY 2022.
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6 FEMA awards under most programs, including this program, only include one budget period, so it will be the same as the period of performance. See 2 C.F.R. § 200.1 for definitions of "budget period" and"period of performance."
4. Projected Period of Performance Start Date(s): N/A2
5. Projected Period of Performance End Date(s): N/A
6. Funding Instrument Type: Grant
C. Eligibility Information
1. Eligible Applicants
• Fire Departments: Fire departments operating in any of the 50 states, as well as fire departments in the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S. Virgin Islands, Guam, American Samoa, the Commonwealth of Puerto Rico,3 or any federally recognized Indian tribe or tribal organization. A fire department is an agency or organization having a formally recognized arrangement with a state, local, tribal or territorial authority (city, county,parish, fire district, township, town or other governing body)to provide fire suppression to a population within a geographically fixed primary first due response area.
• Nonaffiliated EMS organizations:Nonaffiliated EMS organizations operating in any of the 50 states, as well as the District of Columbia, the Commonwealth of the Northern Mariana Islands,the U.S. Virgin Islands, Guam,American Samoa,the Commonwealth of Puerto Rico,2 or any federally recognized Indian tribe or tribal organization. A nonaffiliated EMS organization is an agency or organization that is a public or private nonprofit emergency medical service entity providing medical transport that is not affiliated with a hospital and does not serve a geographic area in which emergency medical services are adequately provided by a fire department. FEMA considers the following as hospitals under the AFG Program:
o Clinics;
o Medical centers;
o Medical college or university;
o Infirmary;
o Surgery centers; and
o Any other institution, association, or foundation providing medical, surgical or psychiatric care and/or treatment for the sick or injured. 2 FEMA funds AFG Program awards on a rolling basis;as such,the date the FEMA Assistant Administrator for the Grant Programs Directorate signs the obligating document dictates the unique Period of Performance start and end dates for each award.
3 The District of Columbia,the Commonwealth of the Northern Mariana Islands,the U.S.Virgin Islands,Guam,American Samoa,and the Commonwealth of Puerto Rico are all defined as"States"in the Federal Fire Prevention and Control Act of 1974.
See 15 U.S.C.§2203(10).
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• State Fire Training Academies:An SFTA operates in any of the 50 states, as well as the District of Columbia, the Commonwealth of the Northern Mariana Islands, the U.S.
Virgin Islands, Guam, American Samoa, and the Commonwealth of Puerto Rico.3 Applicants must be designated either by legislation or by a Governor's declaration as the sole fire service training agency within a state,territory, or the District of Columbia. The designated SFTA shall be the only agency,bureau, division or entity within that state, territory, or the District of Columbia, to be an eligible SFTA applicant under the AFG Program.
• Non-federal airport and/or port authority fire or EMS organizations are eligible only if they have a formally recognized arrangement with the local jurisdiction to provide fire suppression or emergency medical services on a first-due basis outside the confines of the airport or port facilities. Airport or port authority fire and EMS organizations whose sole responsibility is suppression of fires or EMS response on the airport grounds or port facilities are not eligible for funding under the AFG Program.
An application submitted by an otherwise eligible non-federal entity(i.e.,the applicant)may be deemed ineligible when the person that submitted the application is not: 1) a current employee,personnel, official, staff or leadership of the non-federal entity; and 2) duly authorized to apply for an award on behalf of the non-federal entity at the time of application.
Further, the Authorized Organization Representative (AOR) must be a duly authorized current employee,personnel, official, staff or leadership of the recipient and provide an email address unique to the recipient at the time of application and upon any change in assignment during the period of performance. Consultants or contractors of the recipient are not permitted to be the AOR of the recipient.
2. Applicant Eligibility Criteria
The FY 2022 AFG Program has three activities:
• Operations and Safety;
• Vehicle Acquisition; and
• Regional Projects.
Each activity has its own eligibility requirements. These requirements are outlined in Appendix B—Programmatic Information and Priorities.
3. Other Eligibility Criteria
a. National Fire Incident Reporting System (NFIRS)
Although NFIRS reporting is not a requirement to apply for AFG Program funding, fire departments that receive funding under this program must agree to provide information to the NFIRS for the period of performance covered by the assistance. If a recipient does not currently participate in the incident reporting system and does not have the capacity to report at the time of the award, that recipient must agree to provide information to the system for a 12-month period commencing as soon as possible after they develop the capacity to report.
Capacity to report to NFIRS must be established prior to the end of the 24-month FY 2022 AFG NOFO Back to the Top
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8 performance period. The recipient may be asked by FEMA to provide proof of compliance in reporting to NFIRS. Any recipient that stops reporting to NFIRS during their grant's period of performance may be subject to the remedies for noncompliance at 2 C.F.R. § 200.339, unless it has yet to develop the capacity to report to NFIRS, as described above. There is no NFIRS reporting requirement for nonaffiliated EMS organizations or SFTAs.
Note: Although data collection is an important tool for understanding and justifying assistance,participation in other data sources (e.g.,National Fire Operations Reporting System [NFORS]) does not satisfy the requirement for reporting to NFIRS. b. National Incident Management System (NIMS)
AFG Program applicants are not required to comply with NIMS to apply for AFG Program funding or to receive an AFG Program award. However, any applicant who receives an FY 2022 AFG Program award must achieve the level of NIMS compliance required by the Authority Having Jurisdiction(AHJ) over the applicant's emergency service operations (e.g., a local government)prior to the end of the grant's period of performance.
4. Maintenance of Effort(MOE)
Pursuant to 15 U.S.C. § 2229(k)(3), an applicant seeking an AFG Program grant shall agree to maintain, during the term of the grant, the applicant's aggregate expenditures relating to activities allowable under this NOFO, at not less than 80% of the average amount of such expenditures in the two fiscal years prior to the fiscal year an AFG Program grant is awarded.
In other words, an applicant agrees that if it receives a grant award, the applicant will keep its overall expenditures during the award's period of performance is at least 80% or more of the average of what the applicant spent on such costs for those activities in fiscal years 2020 and 2021. This includes those funded with non-federal funding for activities that could be allowable costs under this NOFO at a level that
5. Cost Share or Match
Recipient cost sharing is generally required as described below and pursuant to 15 U.S.C.§ 2229(k)(1). In general, eligible applicants shall agree to make available non-federal funds to carry out an AFG Program award in an amount equal to not less than 15% of the federal funds awarded. Exceptions to this general requirement apply to entities serving smaller communities as follows:
• When serving a jurisdiction of 20,000 residents or fewer, the applicant shall agree to make available non-federal funds in an amount equal to not less than 5% of the grant awarded;
• When serving a jurisdiction of more than 20,000 residents but not more than 1 million residents, the applicant shall agree to make available non-federal funds in an amount equal to not less than 10% of the grant awarded;
• When serving a jurisdiction of more than 1 million residents,the applicant shall agree to make available non-federal funds in an amount equal to not less than 15% of the grant awarded.
The cost share for SFTAs will apply the requirements above based on the total population of FY 2022 AFG NOFO Back to the Top
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9 the state. The cost share for a Regional application will apply the requirements above based on the aggregate population of the primary first due response areas of the host and participating partner organizations that execute a Memorandum of Understanding(MOU) as described in Appendix B: Regional Applications.
FEMA has developed a cost share calculator tool to assist applicants with determining their cost share. The cost share tool is available at:
hops:// www.fema.gov/ rg ants/preparedness/firefighters/assistance- rg ants.
Types of Cost Share
i. Cash (Hard Match): Cost share of non-federal cash is the only allowable recipient contribution for AFG Program activity(Vehicle Acquisition, Operations and Safety, and Regional).
ii. Trade In Allowance/Credit: On a case-by-case basis, FEMA may allow recipients already owning assets acquired with non-federal cash to use the trade-in allowance/credit value of those assets as cash for the purpose of meeting their cost share obligation. For FEMA to consider a trade-in allowance/credit value as cash,the allowance amount must be reasonable, and the allowance amount must be a separate entry clearly identified in the acquisition documents.
iii. In-kind(Soft Match): In-kind cost share is not allowable for the AFG Program.
The award budget will not account for any voluntary committed cost sharing or overmatch.
The use of an overmatch is not given additional consideration when scoring applications.
Economic Hardship Waivers
The FEMA Administrator may waive or reduce recipient cost share or Maintenance of Effort (MOE)requirements in cases of demonstrated economic hardship. Please see Appendix C— Award Administration Information for additional information.
D. Application and Submission Information
1. Key Dates and Times
a. Application Start Date: 01/09/2023 at 8:00 a.m. ET b. Application Submission Deadline: 02/10/2023 at 5:00 p.m. ET All applications must be received by the established deadline.
FEMA's Grants Outcomes System (FEMA GO) automatically records proof of timely submission and the system generates an electronic date/time stamp when FEMA GO successfully receives the application. The individual with the Authorized Organization Representative (AOR)role that submitted the application will also receive the official date/time stamp and a FEMA GO tracking number in an email serving as proof of their timely submission. For additional information on how an applicant will be notified of application receipt, see the subsection titled"Timely Receipt Requirements and Proof of Timely Submission"in Section D.9 of this NOFO.
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10 FEMA will not review applications that are received after the deadline or consider these late applications for funding. FEMA may, however, extend the application deadline on request for any applicant who can demonstrate that good cause exists to justify extending the deadline. Good cause for an extension may include technical problems outside of the applicant's control that prevent submission of the application by the deadline, other exigent or emergency circumstances, or statutory requirements for FEMA to make an award.
Applicants experiencing technical problems outside of their control must notify FEMA as soon as possible and before the application deadline. Failure to timely notify FEMA of the issue that prevented the timely filing of the application may preclude consideration of the award. "Timely notification" of FEMA means the following: prior to the application deadline and within 48 hours after the applicant became aware of the issue.
A list of FEMA contacts can be found in Section G of this NOFO, "DHS Awarding Agency Contact Information."For technical assistance with the FEMA GO system,please contact the FEMA GO Helpdesk at femago(d),femaAhs.gov or(877) 611-4700, Monday through Friday, 8 a.m.—6 p.m. Eastern Time (ET). For programmatic or grants management questions,please contact your Program Analyst or Grants Management Specialist. If applicants do not know who to contact or if there are programmatic questions or concerns,please contact the AFG Program Helpdesk at 866-274-0960 or by e-mail at FireGrantsAfema.dhs.gov. The AFG Program Helpdesk is open Monday through Friday, 8 a.m. —4:30 p.m. ET. c. Anticipated Funding Selection Date: No later than April 30, 2023 d. Anticipated Award Date: Beginning on approximately April 30,2023 and continuing thereafter until all FY 2022 AFG Program grant awards are issued(but no later than September 30, 2023).
e. Other Key Dates
DeadlineEvent Suggested -
Obtaining Unique Entity Identifier(UEI)number Four weeks before actual submission deadline Obtaining a valid Employer Identification Number(EIN) Four weeks before actual submission deadline Creating an account with login.gov Four weeks before actual submission deadline Registering in SAM or updating SAM registration Four weeks before actual submission deadline Registering Organization in FEMA GO Prior to beginning application Submitting complete application in FEMA GO One week before actual submission deadline
2. Agreeing to Terms and Conditions of the Award
By submitting an application, applicants agree to comply with the requirements of this NOFO and the terms and conditions of the award, should they receive an award.
3. Address to Request Application Package
Applications are processed through the FEMA GO system. To access the system, go to https:// og fema.gov/.
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11 Note: Hard copies of the application are not available. However, the Telephone Device for the Deaf(TDD) and/or Federal Information Relay Service (FIRS)number available for this Notice is (800) 462-7585.
4. Steps Required to Obtain a Unique Entity Identifier,Register in the System for Award Management(SAM), and Submit an Application
Applying for an award under this program is a multi-step process and requires time to complete. Applicants are encouraged to register early as the registration process can take four weeks or more to complete. Therefore, registration should be done in sufficient time to ensure it does not impact your ability to meet required submission deadlines.
Please review the table above for estimated deadlines to complete each of the steps listed.
Failure of an applicant to comply with any of the required steps before the deadline for submitting an application may disqualify that application from funding.
To apply for an award under this program, all applicants must:
a. Apply for,update, or verify their Unique Entity Identifier(UEI)number and Employer Identification Number(EIN) from the Internal Revenue Service; b. In the application,provide an UEI number;
c. Have an account with login.gov;
d. Register for,update, or verify their SAM account and ensure the account is active before submitting the application;
e. Register in FEMA GO, add the organization to the system, and establish the Authorized Organizational Representative (AOR). The organization's electronic business point of contact(eBiz POC) from the SAM registration may need to be involved in this step. For step-by-step instructions, see hqps:// www.fema.gov/media- librLry/assets/documents/I 81607;
f. Submit the complete application in FEMA GO; and
g. Continue to maintain an active SAM registration with current information at all times during which it has an active federal award or an application or plan under consideration by a federal awarding agency. As part of this, applicants must also provide information on an applicant's immediate and highest-level owner and subsidiaries, as well as on all predecessors that have been awarded federal contracts or federal financial assistance within the last three years, if applicable.
Applicants are advised that FEMA may not make a federal award until the applicant has complied with all applicable SAM requirements. Therefore, an applicant's SAM registration must be active not only at the time of application, but also during the application review period and when FEMA is ready to make a federal award. Further, as noted above, an applicant's or recipient's SAM registration must remain active for the duration of an active federal award. If an applicant's SAM registration is expired at the time of application, expires during application review, or expires any other time before award, FEMA may determine that the applicant is not qualified to receive a federal award and use that determination as a basis for making a federal award to another applicant.
Per 2 C.F.R. § 25.11 0(c)(2)(iii), if an applicant is experiencing exigent circumstances that prevents it from obtaining an UEI number and completing SAM registration prior to FY 2022 AFG NOFO Back to the Top
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12 receiving a federal award, the applicant must notify FEMA as soon as possible by contacting FireGrants(d),fema.dhs.gov and providing the details of the circumstances that prevent completion of these requirements. If FEMA determines that there are exigent circumstances and FEMA has decided to make an award, the applicant will be required to obtain an UEI number, if applicable, and complete SAM registration within 30 days of the federal award date.
5. Electronic Delivery
DHS is participating in the Grants.gov initiative to provide the grant community with a single site to find and apply for grant funding opportunities. DHS encourages or requires applicants to submit their applications online through Grants.gov, depending on the funding opportunity. For this funding opportunity, FEMA requires applicants to submit applications through FEMA GO.
6. How to Register to Apply
a. General Instructions:
Registering and applying for an award under this program is a multi-step process and requires time to complete. Read the instructions below about registering to apply for FEMA funds. Applicants should read the registration instructions carefully and prepare the information requested before beginning the registration process. Reviewing and assembling the required information before beginning the registration process will alleviate last-minute searches for required information.
The registration process can take up to four weeks to complete. To ensure an application meets the deadline, applicants are advised to start the required steps well in advance of their submission.
Organizations must have an UEI number, an EIN, an active System for Award Management (SAM) registration and FEMA GO account to apply for grants. b. Obtain an UEI Number.
All entities applying for funding, including renewal funding, must have a UEI number.
Applicants must enter the UEI number in the applicable data entry field on the SF-424 form.
For more detailed instructions for obtaining a UEI number, refer to Sam.gov_ c. Obtain Employer Identification Number
All entities applying for funding must provide an Employer Identification Number(EIN).
The EIN can be obtained from the IRS by visiting https://www.irs.gov/businesses/small- businesses-self-employed/apply-for-an-employer-identification-number-ein-online. d. Create a login.gov account:
Applicants must have a login.gov account to register with SAM or update their SAM registration. Applicants can create a login.gov account here:
https:Hsecure.login. og v/sign up/enter email?request_id=34fl9fa8-14a2-438c-8323- a62b99571fd3.
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13 Applicants only have to create a login.gov account once. For applicants that are existing SAM users,use the same email address for the login.gov account as with SAM.gov so that the two accounts can be linked.
For more information on the login.gov requirements for SAM registration,refer to https://www.sam.gov/SAMJpages/public/lo ig nFAQ.jsf.
e. Register with SAM.-
All organizations applying online through Grants.gov must register with SAM. Failure to register with SAM will prevent your organization from applying through Grants.gov. SAM registration must be renewed annually and must remain active throughout the entire grant life cycle.
For more detailed instructions for registering with SAM, refer to hM2s:// www.grants.gov/web/ arg nts/applicants/organization-registration/step-2-register-with- sam.html.
Note: As a new requirement per 2 C.F.R. § 25.200, applicants must also provide the applicant's immediate and highest-level owner, subsidiaries, and predecessors that have been awarded federal contracts or federal financial assistance within the past three years, if applicable.
I. ADDITIONAL SAM REMINDERS
Existing SAM.gov account holders should check their account to make sure it is "ACTIVE." SAM registration should be completed at the very beginning of the application period and should be renewed annually to avoid being "INACTIVE." Please allow plenty of time before the grant application submission deadline to obtain an UEI number and then to register in SAM. It may be four weeks or more after an applicant submits the SAM registration before the registration is active in SAM, and then it may be an additional 24 hours before FEMA's system recognizes the information.
It is imperative that the information applicants provide is correct and current. Please ensure that your organization's name, address, and EIN are up to date in SAM and that the UEI number used in SAM is the same one used to apply for all other FEMA awards. Payment under any FEMA award is contingent on the recipient's having a current SAM registration.
II. HELP WITH SAM
The SAM quick start guide for new recipient registration and SAM video tutorial for new applicants are tools created by the General Services Administration(GSA) to assist those registering with SAM. If applicants have questions or concerns about a SAM registration, please contact the Federal Support Desk at https://www.fsd.gov/fsd-gov/home.do or call toll free (866) 606-8220 Monday through Friday, 8 AM - 8 PM ET. f. Register in FEMA GO,Add the Organization to the System, and Establish the AOR:
Applicants must register in FEMA GO and add their organization to the system. The organization's electronic business point of contact(eBiz POC) from the SAM registration FY 2022 AFG NOFO Back to the Top
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14 may need to be involved in this step. For step-by-step instructions, see hl�2s:// www.fema.gov/media-librLry/assets/documents/I 81607.
Note: FEMA GO will support only the most recent major release of the following browsers:
• Google Chrome
• Internet Explorer
• Mozilla Firefox
• Apple Safari
• Microsoft Edge
Users who attempt to use tablet type devices or other browsers may encounter issues with using FEMA GO.
7. Submitting the Final Application
Applicants will be prompted to submit the standard application information and any program-specific information required as described in Section D.9 of this NOFO "Content and Form of Application Submission."The Standard Forms (SF) may be accessed in the Forms tab under the SF-424 family on Grants.gov. Applicants should review these forms before applying to ensure they have all the information required.
After submitting the final application, FEMA GO will provide either an error message or a successfully received transmission in the form of an email sent to the AOR that submitted the application. Applicants using slow internet connections, such as dial-up connections, should be aware that transmission can take some time before FEMA GO receives your application.
For additional application submission requirements, including program-specific requirements,please refer to the subsection titled"Content and Form of Application Submission"under Section D.9 of this NOFO.
8. Timely Receipt Requirements and Proof of Timely Submission All applications must be completed in FEMA GO by the application deadline. FEMA GO automatically records proof of timely submission and the system generates an electronic date/time stamp when FEMA GO successfully receives the application. The individual with the Authorized Organization Representative (AOR) role that submitted the application will also receive the official date/time stamp and a FEMA GO tracking number in an email serving as proof of their timely submission on the date and time that FEMA GO received the application.
Applicants who experience system-related issues will be addressed until 3:00 PM ET on the date applications are due.No new system-related issues will be addressed after this deadline. Applications not received by the application submission deadline will not be accepted.
9. Content and Form of Application Submission
a. Standard Required Application Forms and Information FY 2022 AFG NOFO Back to the Top
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15 The following forms or information are required to be submitted via FEMA GO. The Standard Forms(SF) are also available at hM2s://www. rg ants.gov/web/,grants/forms/sf-424- family.html.
• SF-424,Application for Federal Assistance
• Grants.gov Lobbying Form, Certification Regarding Lobbying • SF-424A,Budget Information (Non-Construction)
• SF-424B, Standard Assurances (Non-Construction)
• SF-LLL,Disclosure of Lobbying Activities
• Indirect Cost Agreement or Proposal if the budget includes indirect costs and the applicant is required to have an indirect cost rate agreement or proposal. If the applicant does not have or is not required to have an indirect cost rate agreement or proposal, please see Section D.10 of this NOFO, "Funding Restrictions and Allowable Costs," for further information regarding allowability of indirect costs and whether alternatives to an indirect cost rate agreement or proposal might be available, or contact the relevant FEMA staff identified in Section G of this NOFO, "DHS Awarding Agency Contact Information" for further instructions.
b. Program-Specific Required Forms and Information
For program-specific required and optional forms and information,please see the Appendices to this NOFO.
Note: FEMA evaluates each application on its merit,veracity, and accuracy to ascertain how the narrative statement(s) outlined within the application depicts the applicant's and their community's uniqueness, their particular risks, and how selecting them over a similarly situated applicant advances the objectives of the AFG Program to provide critically needed resources that equip and train emergency personnel to recognized standards, enhance operational efficiencies, foster interoperability, and support community resilience. At any time during application review process, including the technical review stage, FEMA may request additional documentation from applicants, including but not limited to:
• Copies of official or certified documents demonstrating the claimed financial need; • Copies of the applicant's needs assessment report, survey, or any documented other efforts undertaken to identify the applicant's unique project objectives; • Copies of the risk analysis conducted to ascertain how said project will address the applicant's unique needs in alignment with their mission and AFG grant purpose; • Additional information or evidence detailing the applicant's particular risks; and • Any other information deemed necessary to adequately weigh the applicant's assistance request for funding under this discretionary-competitive grant program. No applicant is guaranteed funding.
The narrative statement blocks do not allow for formatting. Do not type the narrative statements using only capital letters. Additionally, do not include tables, special characters, or fonts (e.g., quotation marks, bullets), or graphs. Space for the narrative statements is limited. While each element must have a minimum of 200 characters,the maximum number of characters varies based on the questions being asked.
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16 10. Funding Restrictions and Allowable Costs
All costs charged to awards covered by this NOFO must comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements at 2 C.F.R. Part 200, unless otherwise indicated in the NOFO, the terms and conditions of the award, or the Preparedness Grants Manual. This includes, among other requirements, that costs must be incurred, and products and services must be delivered, within the period of performance of the award. See 2 C.F.R. § 200.403(h) (referring to budget periods, which for FEMA awards under this program is the same as the period of performance).
In general, the Cost Principles establish standards for the allowability of costs, provide detailed guidance on the cost accounting treatment of costs as direct or administrative costs, and set forth allowability principles for selected items of cost. More specifically, except as otherwise stated in this NOFO, the terms and condition of an award, or other program materials, costs charged to awards covered by this NOFO must be consistent with the Cost Principles for Federal Awards located at 2 C.F.R. Part 200, Subpart E. To be allowable, all costs charged to a FEMA award or applied to the cost share must be reasonable in nature and amount and allocable to the particular FEMA award.
Additionally, all costs charged to awards must comply with the grant program's applicable statutes,policies, requirements in this NOFO as well as with the terms and conditions of the award. If FEMA staff identify costs that are inconsistent with any of these requirements, these costs may be disallowed, and FEMA may recover funds as appropriate, consistent with applicable laws, regulations, and policies.
As part of those requirements, grant recipients and subrecipients may only use federal funds or funds applied to a cost share for the purposes set forth in this NOFO and the terms and conditions of the award, and those costs must be consistent with the statutory authority for the award.
Grant funds may not be used for matching funds for other federal grants/cooperative agreements, lobbying, or intervention in federal regulatory or adjudicatory proceedings. In addition, federal funds may not be used to sue the federal government or any other government entity.
Additionally,federal employees are prohibited from serving in any capacity(paid or unpaid) on the development of any proposal submitted under this program. a. Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services
Recipients and subrecipients of FEMA federal financial assistance are subject to the prohibitions described in section 889 of the John S. McCain National Defense Authorization Act for Fiscal Year 2019 (FY 2019 NDAA), Pub. L. No. 115-232 (2018) and 2 C.F.R. §§ 200.216, 200.327, 200.471, and Appendix II to 2 C.F.R. Part 200. Beginning August 13, 2020, the statute—as it applies to FEMA recipients, subrecipients, and their contractors and subcontractors—prohibits obligating or expending federal award funds on certain telecommunications and video surveillance products and contracting with certain entities for national security reasons.
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17 Guidance is available at Prohibitions on Expending FEMA Award Funds for Covered Telecommunications Equipment or Services, FEMA Policy#405-143-1 or superseding document.
Additional guidance is available at Contract Provisions Guide: Navigating Appendix II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards .
Effective August 13, 2020, FEMA recipients and subrecipients may not use any FEMA funds under open or new awards to:
(1) Procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system;
(2) Enter into, extend, or renew a contract to procure or obtain any equipment, system, or service that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology of any system; or (3) Enter into, extend, or renew contracts with entities that use covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system.
I. REPLACEMENT EQUIPMENT AND SERVICES
FEMA grant funding may be permitted to procure replacement equipment and services impacted by this prohibition, provided the costs are otherwise consistent with the requirements of the NOFO.
II. DEFINITIONS
Per section 889(f)(2)-(3) of the FY 2019 NDAA and 2 C.F.R. § 200.216, covered telecommunications equipment or services means:
i. Telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation, (or any subsidiary or affiliate of such entities); ii. For the purpose of public safety, security of Government facilities,physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation,Hangzhou Hikvision Digital Technology Company,or Dahua Technology Company(or any subsidiary or affiliate of such entities); iii. Telecommunications or video surveillance services provided by such entities or using such equipment; or
iv. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the People's Republic of China.
Examples of the types of products covered by this prohibition include phones, internet, video surveillance, and cloud servers when produced, provided, or used by the entities listed in the definition of"covered telecommunications equipment or services."See 2 C.F.R. § 200.471.
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18 b. Pre Award Costs
Generally, grant funds cannot be used to pay for products and services contracted for or obligated prior to the effective date of the award. Fees for grant writers are considered an exception and may be included as a pre-award expenditure, see Appendix C for details.
Further, other costs incurred after the application deadline,but prior to an offer of award, may be eligible for reimbursement only if the following conditions are met:
• The recipient must request approval from FEMA to incur such pre-award costs.
Requests must be sent via email to FireGrants&fema.dhs.gov and include the application number and justification narrative. Please note,the recipient must seek approval at the time of acquisition and before the award is announced. • The recipient must receive written confirmation from FEMA that the expenses have been reviewed and that FEMA has determined the costs to be justified,unavoidable, and consistent with the grant's scope of work.
• The pre-award cost must meet the requirements of 2 C.F.R. § 200.458, which provides that the costs must be necessary for efficient and timely performance of the grant's scope of work.
Note: FEMA reserves the right to re-evaluate and disallow pre-award costs at time of award monitoring if it is later determined that the services were not properly procured or do not satisfy the requirements of 2 C.F.R. § 200.458.
See Appendix C for further information regarding grant writer fees and the "Additional Information" section of this NOFO for general procurement under grants requirements. c. Management and Administration (M&A) Costs
M&A activities are those directly related to the management and administration of the AFG award funds, such as financial management and monitoring. M&A expenses should be based only on actual expenses or known contractual costs. Requests that are simple percentages of the award,without supporting justification or adequate documentation,will not be allowed or considered for reimbursement. No more than 3% of the federal share of AFG Program funds awarded may be expended by the recipient for M&A for purposes associated with the AFG Program award.
d. Indirect Facilities &Administrative(F&A) Costs
Indirect costs are allowable under this program as described in 2 C.F.R. Part 200, including 2 C.F.R. § 200.414. Applicants with a current negotiated indirect cost rate agreement that desire to charge indirect costs to an award must provide a copy of their negotiated indirect cost rate agreement at the time of application. Not all applicants are required to have a current negotiated indirect cost rate agreement. Applicants that are not required by 2 C.F.R.
Part 200 to have a negotiated indirect cost rate agreement but are required by 2 C.F.R. Part 200 to develop an indirect cost rate proposal must provide a copy of their proposal at the time of application. Applicants who do not have a current negotiated indirect cost rate agreement (including a provisional rate) and wish to charge the de minimis rate must reach out to the FireGrants(cfema.dhs.gov for further instructions. Applicants who wish to use a cost allocation plan in lieu of an indirect cost rate must also reach out to the FireGrantsAfema.dhs.gov for further instructions. Post-award requests to charge indirect FY 2022 AFG NOFO Back to the Top
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19 costs will be considered on a case-by-case basis and based upon the submission of an agreement or proposal as discussed above or based upon on the de minimis rate or cost allocation plan, as applicable.
e. Other Direct Costs
• Construction: Construction costs are not eligible under the AFG Program. Construction includes major alterations to a building that changes the profile or footprint of the structure. Modifications to facilities activities described in Appendix A: Funding Priorities, are not considered construction costs for purposes of general award cost categorization and may be eligible. However, modifications to facilities activities might be considered"construction" for purposes of applicable procurement under grants requirements or environmental protection and historic preservation purposes. • Fire Departments and Nonaffiliated EMS organizations funding restrictions The total amount of funding a fire department or nonaffiliated EMS organization recipient may receive under an AFG Program award is limited to the maximum amounts set by § 33(c)(2) of the Federal Fire Prevention and Control Act of 1974, as amended(15 U.S.C. § 2229(c)(2)). These award limits are based on two factors: (1)population served and(2) a 1% aggregate amount of available grant funds.
The population of the jurisdiction served by the recipient will determine the maximum amount of AFG Program funding a recipient is eligible to receive but no recipient may receive an award that exceeds 1% of available grant funds in FY 2022, or$3.2 million.
FEMA may waive this aggregate cap in individual cases where FEMA determines that a recipient has an extraordinary need for a grant that exceeds the aggregate cap. FEMA may not waive the statutory funding caps based on population.
The following table explains the maximum funding that a recipient may receive in FY 2022:
lation of i i i in FY 2022iavailable
subject to extraordinary need?
100,000 or fewer people No more than$1 million None available 100,001 —500,000 people No more than $2 million None available 500,001 — 1,000,000 people No more than$3 million None available 1,000,001 —2,500,000 people No more than $3.2 million Yes, but no more than $6 million More than 2,500,000 people No more than$3.2 million Yes, but no more than $9 million Regional applicants will be subject to the funding limitations based on the total population served by the host of the application and the participating partners. For example, if the host and partners serve a population of 100,000 or fewer and are the recipients of a Regional award for$1 million,then the host has met their cap and is no longer eligible for additional funds under the AFG Program.
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20 • Allocations and Restrictions of Available Grant Funds by Organization Type o Fire Departments: Not less than 25% of available grant funds shall be awarded to career, combination, or volunteer department types (total of 75 percent). o Nonaffiliated EMS Organizations:Not more than 2%of available grant funds shall be collectively awarded to all nonaffiliated EMS organization recipients. o Emergency Medical Services Providers: Not less than 3.5%of available grant funds shall fund emergency medical services provided by fire departments and nonaffiliated EMS organizations.
o State Fire Training Academy: Not more than 3% of available grant funds shall be collectively awarded to all SFTA recipients. Further, not more than $500,000 of available federal grant funds may be awarded per SFTA applicant. o Vehicles: Not more than 25% of available grant funds may be used by recipients for the purchase of vehicles. Of that amount,based on stakeholder recommendations, FEMA intends to allocate 10% of the total vehicle funds for ambulances.
o Micro Grants: The selection of the voluntary Micro Grant option(cumulative federal funding of$50,000) for eligible High Priority Operations and Safety activities does not impact an applicant's request or participation under the Vehicle Acquisition or Regional projects. Applicants who select Micro Grants under Operations and Safety as a funding opportunity choice may still apply for a Vehicle Acquisition or Regional project. Of the 25% allocated to each of the career, combination, and volunteer departments, FEMA will aim to fund no less than 25% of the allocation for Micro Grants.
E. Application Review Information
1. Application Evaluation Criteria
a. Programmatic Criteria
Funding priorities and programmatic criteria for evaluating AFG Program applications are established by FEMA based on the recommendations from the Criteria Development Panel (CDP). Each year, FEMA convenes a panel of fire service professionals to develop funding priorities for the AFG Program. The panel makes recommendations about funding priorities as well as developing criteria for awarding grants.
The nine major fire service organizations represented on the panel are:
• International Association of Fire Chiefs
• International Association of Fire Fighters
• National Volunteer Fire Council
• National Fire Protection Association
• National Association of State Fire Marshals
• International Association of Arson Investigators
• International Society of Fire Service Instructors
• North American Fire Training Directors
• Congressional Fire Service Institute
The CDP is charged with making recommendations to FEMA regarding the creation or modification of previously established funding priorities as well as developing criteria for FY 2022 AFG NOFO Back to the Top
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21 awarding grants. The FEMA Administrator reviews and approves the CDP's recommendations. The content of this NOFO reflects implementation of the CDP's recommendations with respect to the priorities, direction, and criteria for awards.
FEMA will rank all complete and submitted applications based on how well they match the program priorities for the type of jurisdiction(s) served. Answers to the application's activity specific questions provide information used to determine each application's ranking relative to the stated program priorities
b. Financial Integrity Criteria
Prior to making a federal award, FEMA is required by 31 U.S.C. § 3354, as enacted by the Payment Integrity Information Act of 2019, Pub. L.No. 116-117 (2020); 41 U.S.C. § 2313; and 2 C.F.R. § 200.206 to review information available through any Office of Management and Budget(OMB)-designated repositories of government-wide eligibility qualification or financial integrity information, including whether the applicant is suspended or debarred.
FEMA may also pose additional questions to the applicant to aid in conducting the pre-award risk review. Therefore, application evaluation criteria may include the following risk-based considerations of the applicant:
i. Financial stability.
ii. Quality of management systems and ability to meet management standards. iii. History of performance in managing federal awards. iv. Reports and findings from audits.
v. Ability to effectively implement statutory,regulatory, or other requirements. c. Supplemental Financial Integrity Criteria and Review Prior to making a federal award where the anticipated total federal share will be greater than the simplified acquisition threshold, currently $250,000:
i. FEMA is required to review and consider any information about the applicant, including information on the applicant's immediate and highest-level owner, subsidiaries, and predecessors, if applicable, that is in the designated integrity and performance system accessible through the System for Award Management(SAM), which is currently the Federal Awardee Performance and Integrity Information System(FAPIIS).
ii. An applicant, at its option, may review information in FAPIIS and comment on any information about itself that a federal awarding agency previously entered. iv. FEMA will consider any comments by the applicant, in addition to the other information in FAPIIS, in making a judgment about the applicant's integrity,business ethics, and record of performance under federal awards when completing the review of risk posed by applicants as described in 2 C.F.R. § 200.206.
2. Review and Selection Process
AFG Program applications are reviewed through a multi-phase process. All applications are FY 2022 AFG NOFO Back to the Top
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22 electronically pre-scored and ranked based on how well they align with the funding priorities outlined in this funding notice.
Applications with the highest pre-score rankings are then scored competitively by no less than three members of a Peer Review Panel. Applications will also be evaluated through a series of internal FEMA review processes for completeness, adherence to programmatic guidelines, technical feasibility, and anticipated effectiveness of the proposed project(s).
Below is the process by which applications will be reviewed:
i. Pre-Scoring Process
The application undergoes an electronic pre-scoring process based on established program priorities listed in Appendix B and answers to activity-specific questions within the online application. Application Narratives are not reviewed during the pre- score process. "Request Details" and"Budget" information should comply with program guidance and statutory funding limitations. The pre-score is half of the total application score.
ii. Peer Review Panel Process
Applications with the highest rankings from the pre-scoring process will undergo a Peer Review Panel process. A panel of peer reviewers is composed of fire service representatives recommended by the national organizations from the CDP. Peer reviewers will assess each application's merits based on the narrative statement on the requested activity. The evaluation elements listed in the "Narrative Evaluation Criteria"below will be used to calculate the narrative's score for each activity requested. Panelists will independently score each requested activity within the application, discuss the merits and/or shortcomings of the application with his or her peers, and document the findings. A consensus is not required. The panel score is half of the total application score.
iii. Narrative Evaluation Criteria
The Narrative Statements must provide specific details about the activity for which the applicants seek funding. Applicants must explain how the proposed activity(ies) relate to the Operations and Safety Activity or the Vehicle Acquisition Activity.
FEMA reviews and compares applications for duplication including narratives and statistical data. Therefore, all elements of the Narrative Statements must be original, and all statistical data must be accurate. Applications with narratives that have substantial copying of sentences or paragraphs and/or inaccurate data that may mislead reviewers may be disqualified. Falsification, fabrication, or plagiarism of other grant proposals will disqualify the application(s).
Peer Review Panelists will evaluate and score each activity based on the following narrative elements within each activity.
a. Financial Need (25%)
Applicants should describe their financial need and how consistent it is with the intent of the AFG Program. The financial need statement should include FY 2022 AFG NOFO Back to the Top
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23 details describing the applicant's financial distress, such as summarizing budget constraints,unsuccessful attempts to secure other funding, and proving the financial distress is out of their control.
b. Project Description and Budget(25%)
The Project Description and Budget statement should clearly explain the applicant's project objectives and their relationship to the applicant's budget and risk analysis. The applicant should describe various activities, including program priorities or facility modifications, ensuring consistency with project objectives, the applicant's mission, and national, state, and/or local requirements. Applicants should link the proposed expenses to operations and safety, as well as to the completion of the project's goals. c. Cost Benefit(25%)
Applicants should describe how they plan to address the operational and personnel safety needs of the organization, including cost effectiveness and sharing assets. The Operations and Safety/Cost Benefit statement should also include details about gaining the maximum benefits from grant funding by citing reasonable or required costs, such as specific overhead and administrative costs. The applicant's request should also be consistent with their mission and identify how funding will benefit their organization and affected personnel.
d. Statement of Effect on Operations (25%)
The Statement of Effect on Operations should explain how this funding request will enhance an organization's overall effectiveness. It should address how an award will improve daily operations and reduce an organization's risk(s).
Applicants should include how frequently the requested item(s)will be used and in what capacity. Applicants should also indicate how the requested item(s) will help the community and increase an organization's ability to save additional lives and property. Jurisdictions that demonstrate their commitment and proactive posture to reducing fire risk, by explaining their code enforcement(to include Wildland Urban Interface code enforcement) and mitigation strategies (including whether the jurisdiction has a FEMA-approved mitigation strategy) may receive stronger consideration under this criterion. iv. Technical Evaluation Process (TEP)
The highest ranked applications will be considered within the fundable range.
Applications that are in the fundable range will undergo both a Technical Review by a subject-matter expert as well as a FEMA Program Office review before being recommended for award. The FEMA Program Office will assess the request with respect to costs, quantities, feasibility, eligibility and recipient responsibility prior to recommending any application for award. Requests may be recommended for partial funding based on findings made during this assessment.
Once the TEP is complete, each application's cumulative score will be determined, FY 2022 AFG NOFO Back to the Top
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24 and a final ranking of applications will be created. FEMA will award grants based on this final ranking and the ability to meet statutorily required funding limitations outlined in Appendix B: Restrictions on Use of Award Funds.
F. Federal Award Administration Information
In addition to the language below,please see Appendix C to this NOFO for additional award administration information.
1. Notice of Award
Before accepting the award, the AOR and recipient should carefully read the award package.
The award package includes instructions on administering the grant award and the terms and conditions associated with responsibilities under federal awards. Recipients must accept all conditions in this NOFO as well as any specific terms and conditions in the Notice of Award to receive an award under this program.
FEMA will provide the federal award package to the applicant electronically via FEMA GO.
Award packages include an Award Letter, Summary Award Memo, Agreement Articles, and Obligating Document. An email notification of the award package will be sent through FEMA's grant application system to the Authorized Organization Representative(AOR)that submitted the application.
Recipients must accept their awards no later than 30 days from the award date. The recipient shall notify FEMA of its intent to accept and proceed with work under the award through the FEMA GO system.
Funds will remain on hold until the recipient accepts the award through the FEMA GO system and all other conditions of the award have been satisfied or until the award is otherwise rescinded. Failure to accept a grant award within the specified timeframe may result in a loss of funds.
2. Difference between Application Request and Award
During the review process for an AFG Program award, FEMA may modify the application request(s). These modifications will be identified in the award package provided upon the offer of an award. If the awarded activities, scope of work, or requested dollar amount(s) do not match the application as submitted,the recipient shall only be responsible for completing the activities actually funded by FEMA. The recipient is under no obligation to start,modify, or complete any activities requested but not funded by the award. The award package will identify any such differences under the Approved Scope of Work section.
3. Turndown Notifications
FEMA GO will provide all applicants who do not receive an FY 2022 AFG Program award with a turndown notification.
4. Administrative and National Policy Requirements
In addition to the requirements of in this section and in this NOFO, FEMA may place specific terms and conditions on individual awards in accordance with 2 C.F.R. Part 200.
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25 a. DHS Standard Terms and Conditions
All successful applicants for DHS grant and cooperative agreements are required to comply with DHS Standard Terms and Conditions, which are available online at DHS Standard Terms and Conditions.
The applicable DHS Standard Terms and Conditions will be those in effect at the time the award was made. What terms and conditions will apply for the award will be clearly stated in the award package at the time of award.
b. Ensuring the Protection of Civil Rights
As the Nation works towards achieving the National Preparedness Goal, it is important to continue to protect the civil rights of individuals. Recipients and subrecipients must carry out their programs and activities, including those related to the building, sustainment, and delivery of core capabilities, in a manner that respects and ensures the protection of civil rights for protected populations.
Federal civil rights statutes, such as Section 504 of the Rehabilitation Act of 1973 and Title VI of the Civil Rights Act of 1964, along with DHS and FEMA regulations, prohibit discrimination on the basis of race, color, national origin, sex, religion, age, disability, limited English proficiency, or economic status in connection with programs and activities receiving federal financial assistance from FEMA.
The DHS Standard Terms and Conditions include a fuller list of the civil rights provisions that apply to recipients. These terms and conditions can be found in the DHS Standard Terms and Conditions. Additional information on civil rights provisions is available at hM2s:// www.fema.gov/about/offices/equal-rights/civil-figbis .
Monitoring and oversight requirements in connection with recipient compliance with federal civil rights laws are also authorized pursuant to 44 C.F.R. Part 7.
In accordance with civil rights laws and regulations,recipients and subrecipients must ensure the consistent and systematic fair,just, and impartial treatment of all individuals, including individuals who belong to underserved communities that have been denied such treatment. c. Environmental Planning and Historic Preservation (EHP) Compliance As a federal agency, FEMA is required to consider the effects of its actions on the environment and historic properties to ensure that all activities and programs funded by FEMA, including grant-funded projects, comply with federal EHP laws, Executive Orders, regulations, and policies, as applicable.
All non-critical new construction or substantial improvement of structures in a Special Flood Hazard Area must, at a minimum, apply the flood elevations of the Federal Flood Risk Management Standard's Freeboard Value Approach unless doing so would cause the project to be unable to meet applicable program cost-effectiveness requirements. All other types of projects may choose to apply the flood elevations of the Federal Flood Risk Management Standard's Freeboard Value Approach. See Executive Order(EO) 14030, Climate-Related FY 2022 AFG NOFO Back to the Top
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26 Financial Risk and FEMA Policy#-206-21-0003, Partial Implementation of the Federal Flood Risk Management Standard for Hazard Mitigation Assistance Programs(Interim).
Recipients and subrecipients proposing projects that have the potential to impact the environment, including,but not limited to, the construction of communication towers, modification or renovation of existing buildings, structures, and facilities, or new construction including replacement of facilities, must participate in the FEMA EHP review process. The EHP review process involves the submission of a detailed project description along with any supporting documentation requested by FEMA to determine whether the proposed project has the potential to impact environmental resources or historic properties.
In some cases, FEMA is also required to consult with other regulatory agencies and the public to complete the review process. Federal law requires EHP review to be completed before federal funds are released to carry out proposed projects. FEMA may not be able to fund projects that are not in compliance with applicable EHP laws, Executive Orders, regulations, and policies.
DHS and FEMA EHP policy is found in directives and instructions available on the FEMA.gov EHP page,the FEMA website page that includes documents regarding EHP responsibilities and program requirements, including implementation of the National Environmental Policy Act and other EHP regulations and Executive Orders.
The GPD EHP screening form is located at htt2s:// www.fema.gov/media- library/assets/documents/90195. Additionally, all recipients under this funding opportunity are required to comply with the FEMA GPD EHP Policy Guidance, FEMA Policy#108-023- 1, available at https://www.fema.gov/media-library/assets/documents/85376 .
All modifications to facility activities, and any renovation to facilities that would qualify as a modification to a facility supporting activities under Training, Equipment, PPE, or Wellness and Fitness, will require an EHP review. Some Equipment activities will require an EHP review as well. Such activities include but are not limited to the installation of:
• Air compressor/fill station/cascade system(fixed) for filling Self-Contained Breathing Apparatus (SCBA)
• Air quality systems
• Fire/smoke/carbon monoxide alarm systems for the facility(life safety) • Generators (fixed)
• Sprinklers
• Vehicle exhaust systems (fixed)
• Washer/dryer/extractor
• Fixed communications antennas onto a building
• Building renovations such as removal of walls or installation of electrical or water lines
• Training/exercises in natural settings such as rope or swift water • LED signs
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27 • Any scope of work that involves ground disturbances The following activities would not require the submission of the FEMA EHP Screening Form:
• Planning and development of policies or processes
• Management, administrative, or personnel actions
• Classroom-based training
• Acquisition of mobile and portable equipment(not involving installation) on or in a building, and does not require a storage area to be constructed • Purchase of PPE and/or SCBA
d. Federal Flood Risk Management Standard
All non-critical new construction or substantial improvement of structures in a Special Flood Hazard Area must, at a minimum, apply the flood elevations of the Federal Flood Risk Management Standard's Freeboard Value Approach unless doing so would cause the project to be unable to meet applicable program cost-effectiveness requirements. All other types of projects may choose to apply the flood elevations of the Federal Flood Risk Management Standard's Freeboard Value Approach.
5. Reporting
Recipients are required to submit various financial and programmatic reports as a condition of award acceptance. Future awards and funds drawdown may be withheld if these reports are delinquent. Recipients should keep detailed records of all transactions involving the grant. FEMA may at any time request copies of purchasing documentation along with copies of cancelled checks or other proof of payment documentation for verification. a. Financial Reporting Requirements
I. FEDERAL FINANCIAL REPORT(FFR)
Recipients must report obligations and expenditures through the FFR form (SF-425)to FEMA. Recipients may review the Federal Financial Reporting Form(FFR) (SF-425) at h.gps://www. rg ants.gov/web/grants/forms/post-award-reporting-forms.html#sortby=l Recipients must file the FFR electronically using FEMA GO.
II. FFR REPORTING PERIODS AND DUE DATES
Recipients are required to submit a Federal Financial Report(FFR or SF-425) on a semi- annual basis. The FFR must be submitted through FEMA GO based on the calendar year beginning with the period after the award is made. Grant recipients are required to submit an FFR throughout the entire period of performance of the grant and for closeout. Reports are due:
• No later than July 30 (for the period January 1 —June 30) • No later than January 30 (for the period July 1 —December 31) • Within 120 days after the end of the Period of Performance Future awards and fund drawdowns may be withheld if these reports are delinquent, demonstrate lack of progress, or are insufficient in detail.
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28 b. Programmatic Performance Reporting Requirements
I. PROGRAMMATIC PERFORMANCE REPORT(PPR)
The recipient is responsible for completing and submitting a Programmatic Performance Report (PPR)using FEMA GO.
The PPR should include:
• A brief narrative of overall project(s) status
• A summary of project expenditures
• A description of any potential issues that may affect project completion
IL PPR PERIODS AND DUE DATES
The following reporting periods and due dates apply for the PPR:
• No later than July 30 (for the period January I —June 30) • No later than January 30 (for the period July 1 —December 31) c. Closeout Reporting Requirements
I. CLOSEOUT REPORTING
Within 120 days after the end of the period of performance for the prime award or after an amendment has been issued to close out an award before the original period of performance ends, recipients must liquidate all financial obligations and must submit the following:
i. The final request for payment, if applicable;
ii. The final FFR(SF-425);
iii. The final progress report detailing all accomplishments, including a narrative summary of the impact of those accomplishments throughout the period of performance and
iv. Other documents required by this NOFO, terms and conditions of the award, or other FEMA guidance.
In addition,pass-through entities are responsible for closing out their subawards as described in 2 C.F.R. § 200.344; subrecipients are still required to submit closeout materials within 90 days of the period of performance end date. When a subrecipient completes all closeout requirements, pass-through entities must promptly complete all closeout actions for subawards in time for the recipient to submit all necessary documentation and information to FEMA during the closeout of the prime award.
After the prime award closeout reports have been reviewed and approved by FEMA, a closeout notice will be completed to close out the grant. The notice will indicate the period of performance as closed, list any remaining funds that will be deobligated, and address the requirement of maintaining the grant records for at least three years from the date of the final FFR. The record retention period may be longer, such as due to an audit or litigation, for equipment or real property used beyond the period of performance, or due to other circumstances outlined in 2 C.F.R. § 200.334.
The recipient is responsible for refunding to FEMA any balances of unobligated cash that FEMA paid that are not authorized to be retained per 2 C.F.R. § 200.344(d).
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29 II. ADMINISTRATIVE CLOSEOUT
Administrative closeout is a mechanism for FEMA to unilaterally move forward with closeout of an award using available award information in lieu of final reports from the recipient per 2 C.F.R. § 200.344(h)-(i). It is a last resort available to FEMA, and if FEMA needs to administratively close an award, this may negatively impact a recipient's ability to obtain future funding. This mechanism can also require FEMA to make cash or cost adjustments and ineligible cost determinations based on the information it has, which may result in identifying a debt owed to FEMA by the recipient.
When a recipient is not responsive to FEMA's reasonable efforts to collect required reports needed to complete the standard closeout process, FEMA is required under 2 C.F.R. § 200.344(h) to start the administrative closeout process within the regulatory timeframe.
FEMA will make at least three written attempts to collect required reports before initiating administrative closeout. If the recipient does not submit all required reports in accordance with 2 C.F.R. § 200.344, this NOFO, and the terms and conditions of the award, FEMA must proceed to administratively close the award with the information available within one year of the period of performance end date. Additionally, if the recipient does not submit all required reports within one year of the period of performance end date,per 2 C.F.R. § 200.344(i), FEMA must report in FAPIIS the recipient's material failure to comply with the terms and conditions of the award.
If FEMA administratively closes an award where no final FFR has been submitted, FEMA uses that administrative closeout date in lieu of the final FFR submission date as the start of the record retention period under 2 C.F.R. § 200.334.
In addition, if an award is administratively closed, FEMA may decide to impose remedies for noncompliance per 2 C.F.R. § 200.339, consider this information in reviewing future award applications, or apply special conditions to existing or future awards. d. Additional Reporting Requirements
I. DISCLOSING INFORMATION PER 2 C.F.R.§ 180.335
This reporting requirement pertains to disclosing information related to government-wide suspension and debarment requirements. Before a recipient enters into a grant award with FEMA, the recipient must notify FEMA if it knows if it or any of the recipient's principals under the award fall under one or more of the four criteria listed at 2 C.F.R. § 180.335:
i. Are presently excluded or disqualified;
ii. Have been convicted within the preceding three years of any of the offenses listed in 2 C.F.R. § 180.800(a) or had a civil judgment rendered against it or any of the recipient's principals for one of those offenses within that time period; iii. Are presently indicted for or otherwise criminally or civilly charged by a governmental entity(federal, state or local)with commission of any of the offenses listed in 2 C.F.R. § 180.800(a); or
iv. Have had one or more public transactions (federal, state, or local)terminated within the preceding three years for cause or default.
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30 falls under one or more of the criteria listed at 2 C.F.R. § 180.335,the recipient must provide immediate written notice to FEMA in accordance with 2 C.F.R. § 180.350.
II. REPORTING OF MATTERS RELATED TO RECIPIENT INTEGRITY AND PERFORMANCE Per 2 C.F.R. Part 200,Appendix I § F.3, the additional post-award reporting requirements in 2 C.F.R. Part 200, Appendix X1I may apply to applicants who, if upon becoming recipients, have a total value of currently active grants, cooperative agreements, and procurement contracts from all federal awarding agencies that exceeds $10 million for any period of time during the period of performance of an award under this funding opportunity.
Recipients that meet these criteria must maintain current information reported in FAPIIS about civil, criminal, or administrative proceedings described in paragraph 2 of Appendix X1I at the reporting frequency described in paragraph 4 of Appendix XII.
III. SINGLE AUDIT REPORT
For audits of fiscal years beginning on or after December 26, 2014, recipients that expend $750,000 or more from all federal funding sources during their fiscal year are required to submit an organization-wide financial and compliance audit report, also known as the single audit report.
The audit must be performed in accordance with the requirements of U.S. Government Accountability Office's (GAO) Government Auditing Standards, located at hgps:// www.gao.goy/yellowbook/overview , and the requirements of Subpart F of 2 C.F.R.
Part 200, located at http://www.ecfr.gov/cgi-bin/text-idx?node=sp2.1,200.f .
6. Monitoring and Oversight
Per 2 C.F.R. § 200.337, FEMA, through its authorized representatives, has the right, at all reasonable times, to make site visits or conduct desk reviews to review project accomplishments and management control systems to review award progress and to provide any required technical assistance. During site visits or desk reviews, FEMA will review recipients' files related to the award. As part of any monitoring and program evaluation activities, recipients must permit FEMA, upon reasonable notice, to review grant-related records and to interview the organization's staff and contractors regarding the program.
Recipients must respond in a timely and accurate manner to FEMA requests for information relating to the award.
Effective monitoring and oversight help FEMA ensure that recipients use grant funds for their intended purpose(s);verify that projects undertaken are consistent with approved plans; and ensure that recipients make adequate progress toward stated goals and objectives.
Additionally, monitoring serves as the primary mechanism to ensure that recipients comply with applicable laws, rules, regulations,program guidance, and requirements. FEMA regularly monitors all grant programs both financially and programmatically in accordance with federal laws, regulations (including 2 C.F.R. Part 200),program guidance, and the terms and conditions of the award. All monitoring efforts ultimately serve to evaluate progress towards grant goals and proactively target and address issues that may threaten grant success during the period of performance.
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31 FEMA staff will periodically monitor recipients to ensure that administrative processes, policies and procedures, budgets, and other related award criteria are meeting Federal Government-wide and FEMA regulations. Aside from reviewing quarterly financial and programmatic reports, FEMA may also conduct enhanced monitoring through either desk- based reviews, onsite monitoring visits, or both. Enhanced monitoring will involve the review and analysis of the financial compliance and administrative processes,policies, activities, and other attributes of each federal assistance award, and it will identify areas where the recipient may need technical assistance, corrective actions, or other support.
Financial and programmatic monitoring are complementary processes within FEMA's overarching monitoring strategy that function together to ensure effective grants management, accountability, and transparency; validate progress against grant and program goals; and safeguard federal funds against fraud, waste, and abuse. Financial monitoring primarily focuses on statutory and regulatory compliance with administrative grant requirements, while programmatic monitoring seeks to validate and assist in grant progress, targeting issues that may be hindering achievement of project goals and ensuring compliance with the purpose of the grant and grant program. Both monitoring processes are similar in that they feature initial reviews of all open awards, and additional, in-depth monitoring of grants requiring additional attention.
Recipients and subrecipients who are pass-through entities are responsible for monitoring their subrecipients in a manner consistent with the terms of the federal award at 2 C.F.R. Part 200, including 2 C.F.R. § 200.332. This includes the pass-through entity's responsibility to monitor the activities of the subrecipient as necessary to ensure that the subaward is used for authorized purposes, in compliance with federal statutes, regulations, and the terms and conditions of the subaward; and that subaward performance goals are achieved.
In terms of overall award management, recipient and subrecipient responsibilities include, but are not limited to: accounting of receipts and expenditures, cash management, maintaining adequate financial records, reporting and refunding expenditures disallowed by audits, monitoring if acting as a pass-through entity, or other assessments and reviews, and ensuring overall compliance with the terms and conditions of the award or subaward, as applicable, including the terms of 2 C.F.R. Part 200.
G. DHS Awarding Agency Contact Information
1. Contact and Resource Information
a. AFG Program Office Contact
The AFG Program Help Desk provides technical assistance to applicants for the online completion and submission of applications into FEMA GO, answers questions concerning applicant eligibility and recipient responsibilities, and helps in the programmatic administration of awards. The AFG Program Help Desk can be contacted at(866) 274-0960 or by email at FireGrants&fema.dhs.gov. Normal hours of operation are from 8 a.m. to 4:30 p.m. ET, Monday through Friday.
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32 b. Centralized Scheduling and Information Desk(CSID) CSID is a non-emergency comprehensive management and information resource developed by FEMA for grant stakeholders. CSID provides general information on all FEMA grant programs and maintains a comprehensive database containing key personnel contact information at the federal, state, and local levels. When necessary, recipients will be directed to a federal point of contact who can answer specific programmatic questions or concerns.
CSID can be reached by phone at(800) 368-6498 or by e-mail at askcsid&fema.dhs.gov, Monday through Friday, 9 a.m.—5 p.m. ET.
c. Grant Programs Directorate(GPD)Award Administration Division GPD's Award Administration Division (AAD) provides support regarding financial matters and budgetary technical assistance. Additional guidance and information can be obtained by contacting the AAD's Help Desk via e-mail at ASK-GMD&fema.dhs.gov. d. FEMA Regional Offices
Each FEMA region has Fire Program Specialists who can assist applicants with application information, award administration,and technical assistance.FEMA Regional Office contact information is available at https://www.fema.gov/ rg ants/preparedness/firefighters/re ig o contacts.
e. Equal Rights
The FEMA Office of Equal Rights (OER) is responsible for compliance with and enforcement of federal civil rights obligations in connection with programs and services conducted by FEMA and recipients of FEMA financial assistance. All inquiries and communications about federal civil rights compliance for FEMA grants under this NOFO should be sent to FEMA-CivilRightsOffice(c fema.dhs.gov. f. Environmental Planning and Historic Preservation
GPD's EHP Team provides guidance and information about the EHP review process to recipients and subrecipients. All inquiries and communications about GPD projects under this NOFO or the EHP review process, including the submittal of EHP review materials, should be sent to g_pdehpinf6Afema.dhs.gov.
2. Systems Information
For technical assistance with the FEMA GO system,please contact the FEMA GO Helpdesk at femago(d),femaAhs.gov or(877) 611-4700, Monday through Friday, 8 a.m. —6 p.m. ET.
H. Additional Information
1. FEMA Financial Assistance Programs for Infrastructure a. Build America,Buy America Act
Recipients and subrecipients must comply with the Build America, Buy America Act (BABAA), which was enacted as part of the Infrastructure Investment and Jobs Act §§ 70901-70927, Pub. L.No. 117-58 (2021); and Executive Order 14005, Ensuring the Future is Made in All of America by All of America's Workers. See also Office of Management and Budget(OMB), Memorandum M-22-11, Initial Implementation Guidance on Application of Buy America Preference in Federal Financial Assistance Programs for Infrastructure.
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33 After FEMA's General Applicability Public Interest waiver expires on Jan. 1, 2023 (or is otherwise extended), none of the funds provided under this program may be used for a project for infrastructure unless the iron and steel,manufactured products, and construction materials used in that infrastructure are produced in the United States.
The Buy America preference only applies to articles, materials, and supplies that are consumed in, incorporated into, or affixed to an infrastructure project. As such, it does not apply to tools, equipment, and supplies, such as temporary scaffolding, brought to the construction site and removed at or before the completion of the infrastructure project. Nor does a Buy America preference apply to equipment and furnishings, such as movable chairs, desks, and portable computer equipment, that are used at or within the finished infrastructure project but are not an integral part of the structure or permanently affixed to the infrastructure project.
To see whether a particular FEMA federal financial assistance program is considered an infrastructure program and thus required to include a Buy America preference,please see Programs and Definitions: Build America, Buy America Act I FEMA.gov.
Waivers
When necessary,recipients (and subrecipients through their pass-through entity)may apply for, and FEMA may grant, a waiver from these requirements.
A waiver of the domestic content procurement preference may be granted by the agency awarding official if FEMA determines that:
1) Applying the domestic content procurement preference would be inconsistent with the public interest;
2) The types of iron, steel, manufactured products, or construction materials are not produced in the United States in sufficient and reasonably available quantities or of a satisfactory quality; or
3) The inclusion of iron, steel, manufactured products, or construction materials produced in the United States will increase the cost of the overall project by more than 25%.
For FEMA awards,the process for requesting a waiver from the Buy America preference requirements can be found on FEMA's website at: "Buy America" Preference in FEMA Financial Assistance Programs for Infrastructure.
Definitions
Construction materials: an article, material, or supply—other than an item primarily of iron or steel; a manufactured product; cement and cementitious materials; aggregates such as stone, sand or gravel; or aggregate binding agents or additives—that is or consists primarily of non-ferrous metals,plastic and polymer-based products (including polyvinylchloride, composite building materials, and polymers used in fiber optic cables), glass (including optic glass), lumber,paint and drywall.
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34 Domestic content procurement preference: Means all iron and steel used in the project are produced in the United States; the manufactured products used in the project are produced in the United States; or the construction materials used in the project are produced in the United States.
Federal financial assistance: Generally defined in 2 C.F.R. § 200.1 and includes all expenditures by a federal agency to a non-federal entity for an infrastructure project, except that it does not include expenditures for assistance authorities relating to major disasters or emergencies under sections 402, 403, 404, 406, 408, or 502 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act relating to a major disaster or emergency declared under section 401 or 501, respectively, or pre and post disaster or emergency response expenditures.
Infrastructure: infrastructure projects which serve a public function, including at a minimum, the structures, facilities, and equipment for, in the United States, roads, highways, and bridges; public transportation; dams,ports, harbors, and other maritime facilities; intercity passenger and freight railroads; freight and intermodal facilities; airports; water systems, including drinking water and wastewater systems; electrical transmission facilities and systems; utilities; broadband infrastructure; and buildings and real property; and structures, facilities, and equipment that generate, transport, and distribute energy.
Produced in the United States: means the following for:
1) Iron and steel: All manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States. 2) Manufactured products: The product was manufactured in the United States, and the cost of the components of the manufactured product that are mined,produced, or manufactured in the United States is greater than 55% of the total cost of all components of the manufactured product,unless another standard for determining the minimum amount of domestic content of the manufactured product has been established under applicable law or regulation.
3) Construction Materials: All manufacturing processes for the construction material occurred in the United States.
Project: is any activity related to the construction, alteration, maintenance, or repair of infrastructure in the United States
2. Termination Provisions
FEMA may terminate a federal award in whole or in part for one of the following reasons.
FEMA and the recipient must still comply with closeout requirements at 2 C.F.R. §§ 200.344-200.345 even if an award is terminated in whole or in part. To the extent that subawards are permitted under this NOFO,pass-through entities should refer to 2 C.F.R. § 200.340 for additional information on termination regarding subawards. a. Noncompliance
If a recipient fails to comply with the terms and conditions of a federal award, FEMA may terminate the award in whole or in part. If the noncompliance can be corrected, FEMA may first attempt to direct the recipient to correct the noncompliance. This may take the form of a FY 2022 AFG NOFO Back to the Top
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35 Compliance Notification. If the noncompliance cannot be corrected or the recipient is non- responsive, FEMA may proceed with a Remedy Notification, which could impose a remedy for noncompliance per 2 C.F.R. § 200.339, including termination. Any action to terminate based on noncompliance will follow the requirements of 2 C.F.R. §§ 200.341-200.342 as well as the requirement of 2 C.F.R. § 200.340(c)to report in FAPIIS the recipient's material failure to comply with the award terms and conditions. See also Section H.8 "Actions to Address Noncompliance" in this NOFO.
b. With the Consent of the Recipient
FEMA may also terminate an award in whole or in part with the consent of the recipient, in which case the parties must agree upon the termination conditions, including the effective date, and in the case of partial termination, the portion to be terminated. c. Notification by the Recipient
The recipient may terminate the award, in whole or in part,by sending written notification to FEMA setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. In the case of partial termination, FEMA may determine that a partially terminated award will not accomplish the purpose of the federal award, so FEMA may terminate the award in its entirety. If that occurs, FEMA will follow the requirements of 2 C.F.R. §§ 200.341-200.342 in deciding to fully terminate the award.
3. Program Evaluation
Recipients and subrecipients are encouraged to incorporate program evaluation activities from the outset of their program design and implementation to meaningfully document and measure their progress towards meeting an agency priority goal(s). Title I of the Foundations for Evidence-Based Policymaking Act of 2018 (Evidence Act), Pub. L. No. 115-435 (2019) urges federal awarding agencies and federal assistance recipients and subrecipients to use program evaluation as a critical tool to learn, to improve equitable delivery, and to elevate program service and delivery across the program lifecycle. Evaluation means "an assessment using systematic data collection and analysis of one or more programs,policies, and organizations intended to assess their effectiveness and efficiency."Evidence Act § 101 (codified at 5 U.S.C. § 311). Evaluation costs are allowable costs (either as direct or indirect), unless prohibited by statute or regulation.
4. Period of Performance Extensions
Extensions to the period of performance (POP) for this program are allowed. Extensions to the POP identified in the award will only be considered through formal, written requests via FEMA GO and must contain specific and compelling justifications as to why an extension is required. Recipients are advised to coordinate with the FEMA Fire Program Specialist or Program Analyst as needed when preparing an extension request.
All extension requests must address the following:
a. The grant program, fiscal year, and award number;
b. Reason for the delay—including details of the legal,policy, or operational challenges that prevent the final outlay of awarded funds by the deadline; c. Current status of the activity(ies);
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36 e. Amount of funds drawn down to date;
f. Remaining available funds, both federal and, if applicable, non-federal; g. Budget outlining how remaining federal and, if applicable,non-federal funds will be expended;
h. Plan for completion, including milestones and timeframes for achieving each milestone and the position or person responsible for implementing the plan for completion; and
i. Certification that the activity(ies)will be completed within the extended POP without any modification to the original statement of work, as described in the original statement of work and as approved by FEMA.
Extension requests will be granted only due to compelling legal,policy, or operational challenges. Extension requests will only be considered for the following reasons:
• Contractual commitments by the recipient or subrecipient with vendors prevent completion of the project, including delivery of equipment or services, within the existing POP;
• The project must undergo a complex environmental review that cannot be completed within the existing POP;
• Projects are long-term by design, and therefore acceleration would compromise core programmatic goals; or
• Where other special or extenuating circumstances exist.
Recipients should submit all proposed extension requests to FEMA for review and approval at least 60 days prior to the end of the POP to allow sufficient processing time. Extensions are typically granted for no more than six months.
Example: Recipients may request an extension when an equipment order was placed during the POP but factors beyond the recipient's control have resulted in a delay in the expected delivery and receipt of the equipment outside of the existing POP; or where a specific statute or regulation mandates an environmental review that cannot be completed within this timeframe or where other extenuating circumstances warrant a brief extension.
5. Disability Integration
Pursuant to Section 504 of the Rehabilitation Act of 1973, recipients of FEMA financial assistance must ensure that their programs and activities do not discriminate against other qualified individuals with disabilities.
Grant recipients should engage with the whole community to advance individual and community preparedness and to work as a nation to build and sustain resilience. In doing so, recipients are encouraged to consider the needs of individuals with disabilities into the activities and projects funded by the grant.
FEMA expects that the integration of the needs of people with disabilities will occur at all levels, including planning; alerting,notification, and public outreach;training;purchasing of equipment and supplies; protective action implementation; and exercises/drills.
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37 The following are examples that demonstrate the integration of the needs of people with disabilities in carrying out FEMA awards:
• Include representatives of organizations that work with/for people with disabilities on planning committees, work groups and other bodies engaged in development and implementation of the grant programs and activities.
• Hold all activities related to the grant in locations that are accessible to persons with physical disabilities to the extent practicable.
• Acquire language translation services, including American Sign Language,that provide public information across the community and in shelters. • Ensure shelter-specific grant funds are in alignment with FEMA's Guidance on Planning for Integration of Functional Needs Support Services in General Population Shelters.
• If making alterations to an existing building to a primary function area utilizing federal funds, complying with the most recent codes and standards and making path of travel to the primary function area accessible to the greatest extent possible. • Implement specific procedures used by public transportation agencies that include evacuation and passenger communication plans and measures for individuals with disabilities.
• Identify, create, and deliver training to address any training gaps specifically aimed toward whole-community preparedness. Include and interact with individuals with disabilities, aligning with the designated program capability. • Establish best practices in inclusive planning and preparedness that consider physical access, language access, and information access. Examples of effective communication access include providing auxiliary aids and services such as sign language interpreters, Computer Aided Real-time Translation(CART), and materials in Braille or alternate formats.
FEMA grant recipients can fund projects towards the resiliency of the whole community, including people with disabilities, such as training, outreach, and safety campaigns,provided that the project aligns with this NOFO and the terms and conditions of the award.
6. Conflicts of Interest in the Administration of Federal Awards or Subawards For conflicts of interest under grant-funded procurements and contracts,refer to the section on Procurement Integrity in this NOFO and 2 C.F.R. §§ 200.317—200.327.
To eliminate and reduce the impact of conflicts of interest in the subaward process,recipients and pass-through entities must follow their own policies and procedures regarding the elimination or reduction of conflicts of interest when making subawards. Recipients and pass-through entities are also required to follow any applicable federal and state, local,tribal, or territorial (SLTT) statutes or regulations governing conflicts of interest in the making of subawards.
The recipient or pass-through entity must disclose to the respective Program Analyst or Program Manager, in writing, any real or potential conflict of interest that may arise during the administration of the federal award, as defined by the federal or SLTT statutes or regulations or their own existing policies, within five days of learning of the conflict of interest. Similarly, subrecipients,whether acting as subrecipients or as pass-through entities, FY 2022 AFG NOFO Back to the Top
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38 must disclose any real or potential conflict of interest to the recipient or next-level pass- through entity as required by the recipient or pass-through entity's conflict of interest policies, or any applicable federal or SLTT statutes or regulations.
Conflicts of interest may arise during the process of FEMA making a federal award in situations where an employee, officer, or agent, any members of his or her immediate family, his or her partner has a close personal relationship, a business relationship, or a professional relationship, with an applicant, subapplicant, recipient, subrecipient, or FEMA employees.
7. Procurement Integrity
Through audits conducted by the DHS Office of Inspector General (OIG) and FEMA grant monitoring, findings have shown that some FEMA recipients have not fully adhered to the proper procurement requirements at 2 C.F.R. §§ 200.317—200.327 when spending grant funds. Anything less than full compliance with federal procurement requirements jeopardizes the integrity of the grant as well as the grant program. To assist with determining whether an action is a procurement or instead a subaward, please consult 2 C.F.R. § 200.331. For detailed guidance on the federal procurement standards, recipients and subrecipients should refer to various materials issued by FEMA's Procurement Disaster Assistance Team(PDAT), such as the PDAT Field Manual and Contract Provisions Guide. Additional resources, including an upcoming trainings schedule can be found on the PDAT Website:
hgps:// www.fema.gov/ rg ants/procurement.
The below highlights the federal procurement requirements for FEMA recipients when procuring goods and services with federal grant funds. FEMA will include a review of recipients' procurement practices as part of the normal monitoring activities. All procurement activity must be conducted in accordance with federal procurement standards at 2 C.F.R. §§ 200.317—200.327. Select requirements under these standards are listed below. The recipient and any of its subrecipients must comply with all requirements, even if they are not listed below.
Under 2 C.F.R. § 200.317, when procuring property and services under a federal award, states (including territories) must follow the same policies and procedures they use for procurements from their non-federal funds; additionally, states must now follow 2 C.F.R. § 200.321 regarding socioeconomic steps, 200.322 regarding domestic preferences for procurements, 200.323 regarding procurement of recovered materials, and 2 C.F.R. § 200.327 regarding required contract provisions.
All other non-federal entities, such as tribes (collectively, non-state entities),must have and use their own documented procurement procedures that reflect applicable SLTT laws and regulations,provided that the procurements conform to applicable federal law and the standards identified in 2 C.F.R. Part 200. These standards include, but are not limited to, providing for full and open competition consistent with the standards of 2 C.F.R. § 200.319 and the required procurement methods at § 200.320.
a. Important Changes to Procurement Standards in 2 C.F.R. Part 200 OMB recently updated various parts of Title 2 of the Code of Federal Regulations, among them,the procurement standards. States are now required to follow the socioeconomic steps in soliciting small and minority businesses, women's business enterprises, and labor surplus FY 2022 AFG NOFO Back to the Top
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39 area firms per 2 C.F.R. § 200.321. All non-federal entities should also,to the greatest extent practicable under a federal award, provide a preference for the purchase, acquisition, or use of goods,products, or materials produced in the United States per 2 C.F.R. § 200.322. More information on OMB's revisions to the federal procurement standards can be found in Purchasing Under a FEMA Award: OMB Revisions Fact Sheet.
The recognized procurement methods in 2 C.F.R. § 200.320 have been reorganized into informal procurement methods,which include micro-purchases and small purchases; formal procurement methods, which include sealed bidding and competitive proposals; and noncompetitive procurements. The federal micro-purchase threshold is currently $10,000, and non-state entities may use a lower threshold when using micro-purchase procedures under a FEMA award. If a non-state entity wants to use a micro-purchase threshold higher than the federal threshold, it must follow the requirements of 2 C.F.R. § 200.320(a)(1)(iii)- (v). The federal simplified acquisition threshold is currently $250,000, and a non-state entity may use a lower threshold but may not exceed the federal threshold when using small purchase procedures under a FEMA award. See 2 C.F.R. § 200.1 (citing the definition of simplified acquisition threshold from 48 C.F.R. Part 2, Subpart 2.1).
See 2 C.F.R. §§ 200.216, 200.471, and Appendix II as well as section D.10.a of the NOFO regarding prohibitions on covered telecommunications equipment or services. b. Competition and Conflicts of Interest
Among the requirements of 2 C.F.R. § 200.319(b) applicable to all non-federal entities other than states, to ensure objective contractor performance and eliminate unfair competitive advantage, contractors that develop or draft specifications,requirements, statements of work, or invitations for bids or requests for proposals must be excluded from competing for such procurements. FEMA considers these actions to be an organizational conflict of interest and interprets this restriction as applying to contractors that help a non-federal entity develop its grant application,project plans, or project budget. This prohibition also applies to the use of former employees to manage the grant or carry out a contract when those former employees worked on such activities while they were employees of the non-federal entity.
Under this prohibition, unless the non-federal entity solicits for and awards a contract covering both development and execution of specifications (or similar elements as described above), and this contract was procured in compliance with 2 C.F.R. §§ 200.317—200.327, federal funds cannot be used to pay a contractor to carry out the work if that contractor also worked on the development of those specifications. This rule applies to all contracts funded with federal grant funds, including pre-award costs, such as grant writer fees, as well as post- award costs, such as grant management fees.
Additionally, some of the situations considered to be restrictive of competition include,but are not limited to:
• Placing unreasonable requirements on firms for them to qualify to do business; • Requiring unnecessary experience and excessive bonding; • Noncompetitive pricing practices between firms or between affiliated companies; • Noncompetitive contracts to consultants that are on retainer contracts; • Organizational conflicts of interest;
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40 • Specifying only a"brand name"product instead of allowing"an equal"product to be offered and describing the performance or other relevant requirements of the procurement; and
• Any arbitrary action in the procurement process.
Per 2 C.F.R. § 200.319(c), non-federal entities other than states must conduct procurements in a manner that prohibits the use of statutorily or administratively imposed SLTT geographical preferences in the evaluation of bids or proposals, except in those cases where applicable federal statutes expressly mandate or encourage geographic preference.Nothing in this section preempts state licensing laws. When contracting for architectural and engineering services, geographic location may be a selection criterion provided its application leaves an appropriate number of qualified firms, given the nature and size of the project,to compete for the contract.
Under 2 C.F.R. § 200.318(c)(1), non-federal entities other than states are required to maintain written standards of conduct covering conflicts of interest and governing the actions of their employees engaged in the selection, award, and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest.
Such conflicts of interest would arise when the employee, officer or agent, any member of his or her immediate family, his or her partner, or an organization that employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. However, non-federal entities may set standards for situations in which the financial interest is not substantial, or the gift is an unsolicited item of nominal value. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of the non-federal entity.
Under 2 C.F.R. 200.318(c)(2), if the recipient or subrecipient(other than states) has a parent, affiliate, or subsidiary organization that is not a state, local, tribal, or territorial government, the non-federal entity must also maintain written standards of conduct covering organizational conflicts of interest. In this context, organizational conflict of interest means that because of a relationship with a parent company, affiliate, or subsidiary organization,the non-federal entity is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization. The non-federal entity must disclose in writing any potential conflicts of interest to FEMA or the pass-through entity in accordance with applicable FEMA policy.
c. Supply Schedules and Purchasing Programs
Generally, a non-federal entity may seek to procure goods or services from a federal supply schedule, state supply schedule, or group purchasing agreement.
I. GENERAL SERVICES ADMINISTRATION SCHEDULES
States, tribes, and local governments, and any instrumentality thereof(such as local education agencies or institutions of higher education)may procure goods and services from a General Services Administration (GSA) schedule. GSA offers multiple efficient and FY 2022 AFG NOFO Back to the Top
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41 effective procurement programs for state,tribal, and local governments, and instrumentalities thereof, to purchase products and services directly from pre-vetted contractors. The GSA Schedules (also referred to as the Multiple Award Schedules and the Federal Supply Schedules) are long-term government-wide contracts with commercial firms that provide access to millions of commercial products and services at volume discount pricing.
Information about GSA programs for states, tribes, and local governments, and instrumentalities thereof, can be found at https://www._sg_a.gov/resources-for/programs-for- State-and-local-governments and https://www.gsa og v/buyin -sg elling/�urchasing- pro rg ams/gsa-schedules/schedule-buyers/state-and-local-,governments.
For tribes, local governments, and their instrumentalities that purchase off of a GSA schedule, this will satisfy the federal requirements for full and open competition provided that the recipient follows the GSA ordering procedures; however, tribes, local governments, and their instrumentalities will still need to follow the other rules under 2 C.F.R. §§ 200.317 —200.327, such as solicitation of minority businesses, women's business enterprises, small businesses, or labor surplus area firms (§ 200.321), domestic preferences (§ 200.322), contract cost and price (§ 200.324), and required contract provisions (§ 200.327 and Appendix II).
II. OTHER SUPPLY SCHEDULES AND PROGRAMS
For non-federal entities other than states, such as tribes, local governments, and nonprofits, that want to procure goods or services from a state supply schedule, cooperative purchasing program, or other similar program, for such procurements to be permissible under federal requirements, the following must be true:
• The procurement of the original contract or purchasing schedule and its use by the non-federal entity complies with state and local law, regulations, and written procurement procedures;
• The state or other entity that originally procured the original contract or purchasing schedule entered into the contract or schedule with the express purpose of making it available to the non-federal entity and other similar types of entities; • The contract or purchasing schedule specifically allows for such use, and the work to be performed for the non-federal entity falls within the scope of work under the contract as to type, amount, and geography;
• The procurement of the original contract or purchasing schedule complied with all the procurement standards applicable to a non-federal entity other than states under at 2 C.F.R. §§ 200.317—200.327; and
• With respect to the use of a purchasing schedule,the non-federal entity must follow ordering procedures that adhere to applicable state, tribal, and local laws and regulations and the minimum requirements of full and open competition under 2 C.F.R. Part 200.
If a non-federal entity other than a state seeks to use a state supply schedule, cooperative purchasing program, or other similar type of arrangement, FEMA recommends the recipient discuss the procurement plans with its FEMA Fire Program Specialist or Program Analyst.
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42 d. Procurement Documentation
Per 2 C.F.R. § 200.318(i),non-federal entities other than states and territories are required to maintain and retain records sufficient to detail the history of procurement covering at least the rationale for the procurement method, selection of contract type, contractor selection or rejection, and the basis for the contract price. States and territories are encouraged to maintain and retain this information as well and are reminded that for any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g).
Examples of the types of documents that would cover this information include but are not limited to:
• Solicitation documentation, such as requests for quotes, invitations for bids, or requests for proposals;
• Responses to solicitations, such as quotes, bids, or proposals; • Pre-solicitation independent cost estimates and post-solicitation cost/price analyses on file for review by federal personnel, if applicable;
• Contract documents and amendments, including required contract provisions; and • Other documents required by federal regulations applicable at the time a grant is awarded to a recipient.
• Additional information on required procurement records can be found on pages 24-26 of the PDAT Field Manual.
8. Record Retention
a. Record Retention Period
Financial records, supporting documents, statistical records, and all other non-Federal entity records pertinent to a Federal award generally must be maintained for at least three years from the date the final FFR is submitted. See 2 C.F.R. § 200.334. Further, if the recipient does not submit a final FFR and the award is administratively closed, FEMA uses the date of administrative closeout as the start of the general record retention period.
The record retention period may be longer than three years or have a different start date in certain cases. These include:
• Records for real property and equipment acquired with Federal funds must be retained for three years after final disposition of the property. See 2 C.F.R. § 200.334(c).
• If any litigation, claim, or audit is started before the expiration of the three-year period, the records must be retained until all litigation, claims, or audit findings involving the records have been resolved and final action taken. See 2 C.F.R. § 200.334(a).
• The record retention period will be extended if the non-federal entity is notified in writing of the extension by FEMA,the cognizant or oversight agency for audit, or the cognizant agency for indirect costs, or pass-through entity. See 2 C.F.R. § 200.334(b).
• Where FEMA requires recipients to report program income after the period of performance ends, the program income record retention period begins at the end of the recipient's fiscal year in which program income is earned. See 2 C.F.R. § 200.334(e).
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43 • For indirect cost rate computations and proposals, cost allocation plans, or any similar accounting computations of the rate at which a particular group of costs is chargeable (such as computer usage chargeback rates or composite fringe benefit rates), the start of the record retention period depends on whether the indirect cost rate documents were submitted for negotiation. If the indirect cost rate documents were submitted for negotiation,the record retention period begins from the date those documents were submitted for negotiation. If indirect cost rate documents were not submitted for negotiation,the record retention period begins at the end of the recipient's fiscal year or other accounting period covered by that indirect cost rate. See 2 C.F.R. § 200.334(f).
b. Types of Records to Retain
FEMA requires that non-federal entities maintain the following documentation for federally funded purchases:
• Specifications;
• Solicitations;
• Competitive quotes or proposals;
• Basis for selection decisions;
• Purchase orders;
• Contracts;
• Invoices; and
• Canceled checks.
Non-federal entities should keep detailed records of all transactions involving the grant.
FEMA may at any time request copies of any relevant documentation and records, including purchasing documentation along with copies of cancelled checks for verification. See, e.g., 2 C.F.R. §§ 200.318(i), 200.334, 200.337.
For any cost to be allowable, it must be adequately documented per 2 C.F.R. § 200.403(g).
Non-federal entities who fail to fully document all purchases may find their expenditures questioned and subsequently disallowed.
9. Actions to Address Noncompliance
Non-federal entities receiving financial assistance funding from FEMA are required to comply with requirements in the terms and conditions of their awards or subawards, including the terms set forth in applicable federal statutes, regulations,NOFOs, and policies.
Throughout the award lifecycle or even after an award has been closed, FEMA or the pass- through entity may discover potential or actual noncompliance on the part of a recipient or subrecipient. This potential or actual noncompliance may be discovered through routine monitoring, audits, closeout, or reporting from various sources.
In the case of any potential or actual noncompliance, FEMA may place special conditions on an award per 2 C.F.R. §§ 200.208 and 200.339, FEMA may place a hold on funds until the matter is corrected, or additional information is provided per 2 C.F.R. § 200.339, or it may do both. Similar remedies for noncompliance with certain federal civil rights laws are authorized pursuant to 44 C.F.R. Parts 7 and 19.
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44 In the event the noncompliance is not able to be corrected by imposing additional conditions or the recipient or subrecipient refuses to correct the matter, FEMA might take other remedies allowed under 2 C.F.R. § 200.339. These remedies include actions to disallow costs,recover funds,wholly or partly suspend or terminate the award, initiate suspension and debarment proceedings, withhold further federal awards, or take other remedies that may be legally available. For further information on termination due to noncompliance, see the section on Termination Provisions in the NOFO.
FEMA may discover and take action on noncompliance even after an award has been closed.
The closeout of an award does not affect FEMA's right to disallow costs and recover funds as long the action to disallow costs takes place during the record retention period. See 2 C.F.R. §§ 200.334, 200.345(a). Closeout also does not affect the obligation of the non-federal entity to return any funds due as a result of later refunds, corrections, or other transactions. 2 C.F.R. § 200.345(a)(2).
The types of funds FEMA might attempt to recover include, but are not limited to, improper payments, cost share reimbursements,program income, interest earned on advance payments, or equipment disposition amounts.
FEMA may seek to recover disallowed costs through a Notice of Potential Debt Letter, a Remedy Notification, or other letter. The document will describe the potential amount owed, the reason why FEMA is recovering the funds, the recipient's appeal rights, how the amount can be paid, and the consequences for not appealing or paying the amount by the deadline.
If the recipient neither appeals nor pays the amount by the deadline, the amount owed will become final. Potential consequences if the debt is not paid in full or otherwise resolved by the deadline include the assessment of interest, administrative fees, and penalty charges; administratively offsetting the debt against other payable federal funds; and transferring the debt to the U.S. Department of the Treasury for collection.
FEMA notes the following common areas of noncompliance for FEMA's grant programs:
• Insufficient documentation and lack of record retention; • Failure to follow the procurement under grants requirements; • Failure to submit closeout documents in a timely manner; • Failure to follow EHP requirements and
• Failure to comply with the POP deadline.
10. Audits
FEMA grant recipients are subject to audit oversight from multiple entities including the DHS OIG,the GAO,the pass-through entity, or independent auditing firms for single audits, and may cover activities and costs incurred under the award. Auditing agencies such as the DHS OIG, the GAO, and the pass-through entity (if applicable), and FEMA in its oversight capacity, must have access to records pertaining to the FEMA award. Recipients and subrecipients must retain award documents for at least three years from the date the final FFR is submitted, and even longer in many cases subject to the requirements of 2 C.F.R. § 200.334. In the case of administrative closeout, documents must be retained for at least three years from the date of closeout, or longer subject to the requirements of 2 C.F.R. § 200.334.
If documents are retained longer than the required retention period,the DHS OIG,the GAO, FY 2022 AFG NOFO Back to the Top
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45 and the pass-through entity, as well as FEMA in its oversight capacity,have the right to access these records as well. See 2 C.F.R. §§ 200.334, 200.337.
Additionally, non-federal entities must comply with the single audit requirements at 2 C.F.R.
Part 200, Subpart F. Specifically,non-federal entities, other than for-profit subrecipients,that expend$750,000 or more in federal awards during their fiscal year must have a single or program-specific audit conducted for that year in accordance with Subpart F. 2 C.F.R. § 200.501. A single audit covers all federal funds expended during a fiscal year,not just FEMA funds. The cost of audit services may be allowable per 2 C.F.R. § 200.425, but non-federal entities must select auditors in accordance with 2 C.F.R. § 200.509, including following the proper procurement procedures. For additional information on single audit reporting requirements, see Section F.8 of this NOFO under the header"Single Audit Report"within the subsection"Additional Reporting Requirements".
The objectives of single audits are to:
• Determine whether financial statements conform to generally accepted accounting principles (GAAP);
• Determine whether the schedule of expenditures of federal awards is presented fairly; • Understand, assess, and test the adequacy of internal controls for compliance with major programs; and
• Determine whether the entity complied with applicable laws,regulations and contracts or grants.
For single audits, the auditee is required to prepare financial statements reflecting its financial position, a schedule of federal award expenditures, and a summary of the status of prior audit findings and questioned costs. The auditee also is required to follow up and take appropriate corrective actions on new and previously issued but not yet addressed audit findings. The auditee must prepare a corrective action plan to address the new audit findings. 2 C.F.R. §§ 200.508, 200.510, 200.511.
Non-federal entities must have an audit conducted, either single or program-specific, of their financial statements and federal expenditures annually or biennially pursuant to 2 C.F.R. § 200.504.Non-federal entities must also follow the information submission requirements of 2 C.F.R. § 200.512, including submitting the audit information to the Federal Audit Clearinghouse within the earlier of 30 calendar days after receipt of the auditor's report(s) or nine months after the end of the audit period. The audit information to be submitted include the data collection form described at 2 C.F.R. § 200.512(c) and Appendix X to 2 C.F.R. Part 200 as well as the reporting package described at 2 C.F.R. § 200.512(b).
The non-federal entity must retain one copy of the data collection form and one copy of the reporting package for three years from the date of submission to the Federal Audit Clearinghouse. 2 C.F.R. § 200.512;see also 2 C.F.R. § 200.517 (setting requirements for retention of documents by the auditor and access to audit records in the auditor's possession).
FEMA, the DHS OIG, the GAO, and the pass-through entity (if applicable), as part of monitoring or as part of an audit, may review a non-federal entity's compliance with the single audit requirements. In cases of continued inability or unwillingness to have an audit conducted in compliance with 2 C.F.R. Part 200, Subpart F, FEMA and the pass-through FY 2022 AFG NOFO Back to the Top
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46 entity, if applicable, are required to take appropriate remedial action under 2 C.F.R. § 200.339 for noncompliance, pursuant to 2 C.F.R. § 200.505.
11. Payment Information
FEMA uses the Direct Deposit/Electronic Funds Transfer(DD/EFT)method of payment to recipients.
Payment requests are submitted through FEMA GO.
12. Whole Community Preparedness
Preparedness is a shared responsibility that calls for the involvement of everyone—not just the government—in preparedness efforts. By working together, everyone can help keep the nation safe from harm and help keep it resilient when struck by hazards, such as natural disasters, acts of terrorism, and pandemics.
Whole Community includes:
• Individuals and families, including those with access and functional needs; • Businesses;
• Faith-based and community organizations;
• Nonprofit groups;
• Schools and academia;
• Media outlets; and
• All levels of government, including state, local, tribal,territorial and federal partners.
The phrase "Whole Community" often appears in preparedness materials, as it is one of the guiding principles. It means two things:
1. Involving people in the development of national preparedness documents and
2. Ensuring their roles and responsibilities are reflected in the content of the materials.
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47 13. Appendix A—FY 2022 AFG Program Updates
Appendix A contains a brief list of changes between FY 2021 and FY 2022 to the AFG Program. The FY 2022 AFG Program funding notice contains some changes to definitions, descriptions, and priority categories. Changes include:
• Under Supporting Definitions:
Definition of Combination Fire Department was updated as follows: Combination Fire Department as defined in 15 U.S.C. § 2229, means a fire department that has paid firefighting personnel and volunteer firefighting personnel. FEMA considers a fire department with firefighting personnel paid a stipend,regardless of the amount, on a per event basis, or paid on- call, to be a combination fire department. This also includes non-fire emergency medical service personnel of the department. • Under the Personal Protective Equipment Activity:
The following equipment was added as eligible under Additional Funding:
o Air Compressor/Fill Station/Cascade Systems (Fixed or Mobile) in support of SCBA request under PPE activity.
o PPE gear Washer/Extractor/Dryer in support of PPE gear request under PPE activity.
• Under Training Activity:
o Various NFPA standards were updated to reflect the most current editions. o Props requested under the Training Activity must be essential to the training activity requested in the application.
• Under Equipment Activity:
o P-25 compliant Portable Radios should be requested based on the number of seated riding positions or active members of the department and supported in the request narratives.
o Repairs and upgrades to the existing simulators was added as High priority item for SFTA applicants.
o Software and Learning Management System(LMS) for Fire Department applicants was changed to Low priority.
o Vehicle mounted exhaust systems are High priority for Fire Department, Regional, nonaffiliated EMS, and SFTA applicants.
o Subscriptions necessary for the operation of the awarded equipment and purchased concurrently are eligible.
o Refurbished equipment was added under ineligible Equipment Activity. • Under Modifications to Facilities the following ineligible items for Fire Departments and nonaffiliated EMS applicants were added:
o Station maintenance.
o Resurfacing of bay floors Interior remodeling not pertaining to the requested prof ect(s).
o Interior remodeling not pertaining to the requested project(s). o Food and beverages.
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48 • Under Regional Applications:
o Clarification that the host organization and its partners must be the intended beneficiaries of the proposed project was added.
o Exception to the requirement for same vendor was added. o Clarification that the host of the Regional application is not considered a pass- through entity and may not issue any subawards.
• Under Vehicle Acquisition:
Exception to the penalty clause for vehicle contracts was added.
The following definitions were added:
o Front Line Vehicle: a vehicle that is fully equipped and ready to respond to emergency calls (first due, second due, ready-reserve vehicle). o Ready-Reserve Vehicle: a vehicle that is equipped and may be easily made ready to respond(i.e., emergency mobilization).
o Reserve Vehicle: a vehicle that is not fully equipped and not ready to respond. Reserve apparatus is used when the front-line vehicle is out-of- service(repairs/maintenance). Equipment is removed from the front-line vehicle and moved to the reserve vehicle for emergency response. o Temporarily Out of Service Vehicle: A vehicle which has been temporarily removed from emergency response duties due to mechanical or safety conditions requiring repair. Although currently out of service this vehicle is required to meet the response needs of the agency. Temporarily out of service vehicles are included in the vehicle inventory, included in the seated position count and are eligible for replacement in the AFG Program. o Decommissioned Vehicle: A vehicle which has been permanently removed from any or all emergency response duties or functions. Examples include retired vehicles awaiting disposal, vehicles used solely for parade/public relations use, antique vehicles, display, or similar uses. Decommissioned vehicles are not listed in the vehicle inventory or included in the seated position count and are not eligible for replacement under the AFG Program. • Under Additions to the Application:
Paid on call/stiped department question was added.
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49 14. Appendix B—Programmatic Information and Priorities Appendix B contains details on AFG Program information and priorities.Reviewing this information may help applicants make their application(s) more competitive. a. Ineligible Applications and/or0manizations
FEMA considers two or more separate fire departments or nonaffiliated EMS organizations with different funding streams,personnel rosters, and EINs but sharing the same facilities as being separate organizations for the purposes of AFG Program eligibility. If two or more organizations share facilities and each submits an application in the same program area (i.e., Equipment, Modifications to Facilities, PPE, Training, or Wellness and Fitness Programs), FEMA reserves the right to review all of those program area applications for eligibility. This determination is designed to avoid the duplication of benefits.
Examples of ineligible applications and/or organizations include:
• Nonaffiliated EMS organization requests for any activity that is specific or unique to structural/proximity/wildlands firefighting gear.
• Fire departments that are a Federal Government entity, or contracted by the Federal Government, and are solely responsible under a formally recognized agreement for suppression of fires on federal installations or land.
• Fire departments or nonaffiliated EMS organizations that are not independent entities but are part of, controlled by, or under the day-to-day operational command and control of a larger department, agency or AHJ.
o However, if a fire department is considered to be the same legal entity as a municipality or other governmental organization, and otherwise meets the eligibility criteria, that municipality or other governmental organization may apply on behalf of that fire department as long as the application clearly states that the fire department is considered part of the same legal entity. • Fire-based EMS organization applying as a nonaffiliated EMS organization. • Auxiliaries,hospitals, or fire service associations or interest organizationsthat are not the AHJ over the applicant.
• Dive teams,search and rescue squads,or similar organizations that do not provide medical transport.
• Fire departments,regional,or nonaffiliated EMS organizations that are for profit. • State or local agencies,or subsets of any governmental entity,or any authority that do not meet the requirements as defined by 15 U.S.C. §2229(a), (c). • If an applicant submits two or more applications for the same equipment or other eligible activity(for example, if an applicant submits two or more applications, one under the Regional activity, and one under the Operations and Safety activity for SCBA), both applications may be disqualified. If an applicant submits two separate applications for the same activity(i.e.,two separate vehicle applications for the same vehicle) during the same application period, both applications may be disqualified. o This is different from when an entity is applying on behalf of other organizations that are agencies or instrumentalities of the applicant (e.g., multiple fire departments under the same county, city, borough,parish, or other municipality). In that situation,the applicant may request similar or the same equipment as long as the application clearly states which equipment FY 2022 AFG NOFO Back to the Top
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50 (including quantities)is for which agency/instrumentality. This is permissible even if that entity submits multiple applications across regional versus direct applications.
o Eligible Fire Department and nonaffiliated EMS applicants may submit only one application for each of the following application types: Individual Operations and Safety, Individual Vehicle, Regional Operations and Safety, and Regional Vehicle. Under the Operations and Safety applications, applicants may submit for multiple activities and for multiple items within each activity. Under the Vehicle application, applicants may submit one application for a vehicle activity (or activities) for their department and one separate application for a Regional vehicle (the same vehicle(s) may not be requested for both purposes). All duplicate application submissions may be disqualified.
b. Supportin-Definitions for this NOFO
Authority Having Jurisdiction(AHJ)is that person or office charged with enforcing the NFPA codes (Per NFPA 101, 2015 Edition: Life Safety Code).
Automatic Aid is a plan developed between two or more fire departments for immediate joint response on first alarms (Per NFPA 1710, 2016 Edition and NFPA 1720, 2020 Edition).
Career Fire Department, as defined in 15 U.S.C. § 2229,means a fire department that has an all-paid force of firefighting personnel other than paid-on-call firefighters.
Combination Fire Department, as defined in 15 U.S.C. § 2229, means a fire department that has paid firefighting personnel and volunteer firefighting personnel. FEMA considers a fire department with firefighting personnel paid a stipend,regardless of the amount, on a per event basis, or paid on-call, to be a combination fire department. This includes non-fire emergency medical service personnel of the department.
Firefighting Personnel, as defined in 15 U.S.C. § 2229, means individuals, including volunteers,who are firefighters, officers of fire departments,or emergency medical service personnel of fire departments.
Mutual Aid is a written intergovernmental agreement between agencies and/or jurisdictions stating that they will assist one another on request by furnishing personnel, equipment, and/or expertise in a specified manner(NFPA 1710 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Career Fire Departments, 2016 and 2020 edition; and NFPA 1720 Standard for the Organization and Deployment of Fire Suppression Operations, Emergency Medical Operations, and Special Operations to the Public by Volunteer Fire Departments, 2020 Edition).
Metro Department is a metropolitan fire department that has a minimum staffing of 350 career firefighters as defined by the International Association of Fire Chiefs (IAFC).
DHS/FEMA collects information on metro departments for statistical purposes only. Status as a metro department is not a factor in scoring or funding.
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51 Primary First Due is a geographic area surrounding a fire station in which a company from that station is projected to be first to arrive on the scene of an incident.
Volunteer Fire Department, as defined in 15 U.S.C. § 2229,means a fire department that has an all-volunteer force of firefighting personnel that do not receive any compensation (does not include length of service award programs).
c. Community Classifications
The information the applicant organization supplies in Applicant Characteristics and Community Description of the AFG Program application determines whether the jurisdiction is identified by FEMA as urban, suburban, or rural. The community classification will determine the funding priority.
The US Census Bureau's urban/suburban/rural classifications are fundamentally a delineation of geographical areas. For more information, please visit https://www.census.gov/programs-surveys/geography/guidance/geo-areas/urban-rural.html .
FY 2022 demographics for determining urban, suburban, or rural include:
Community Urban b.
Population of primary >3,000 sq. mi. or 1,000-2,999/sq.mi.or 0-999/sq. mi. or first due response area 50,000+population 25,000-50,000 50%used for primary first due (based on zoning) agriculture(based on agriculture(based on response area >50% industrial and zoning) zoning) commercial combined 25%-49%industrial and 10 sq. mi.per station primary first due
response area per
station
d. Application Tins
The following information may be useful when preparing a competitive application:
• NFPA"FREE ACCESS": As part of its commitment to enhancing public safety and supporting the emergency responder, the NFPA makes its codes and standards available online for free. Please visit: http://www.nfpa.org/freeaccess . • Regional applicants are only eligible to apply for Training,Equipment,PPE, and/or Wellness and Fitness within Operations and Safety, and Vehicle Acquisition. • SFTA applicants are only eligible to apply for Equipment and/or PPE within FY 2022 AFG NOFO Back to the Top
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52 Operations and Safety, and Vehicle Acquisition.
• Successful Regional applicants will be subject to the funding limitations based on the total population served by the host and participating partners. Any Regional award made will impact or be included in the host organization's funding limitations. • Applications differ based on the applicant type. For example, the SFTA application for a vehicle will be different from the fire department application for a vehicle. Be sure to select the appropriate applicant type when applying. • Fire Departments or nonaffiliated EMS organizations that are part of a larger organization with a broader scope should apply through the larger organization to avoid limiting eligible activities. For example, a rescue squad that periodically participates in structural firefighting and that belongs to a county fire and rescue agency should apply through the county for structural PPE; in other words,the county should apply on behalf of the rescue squad.
• FEMA recognizes the number of seated riding positions in front line apparatus as a reasonable measurement of the quantity of PPE or relevant equipment (radios, etc.) to be funded. Exceptions to the front-line seated riding position count may be considered by FEMA if compelling need to include seated riding positions in reserve apparatus can be demonstrated and justified. Applicants that seek to include reserve apparatus seated riding positions in the total seated riding position count must submit a justification narrative.
• There is evidence that exposure to Per-and polyfluoroalkyl substances (PFAS chemicals) may be associated with adverse human health effects. Some firefighting PPE may have been manufactured using PFAS chemicals. While no manufacturers currently produce PPE(i.e.,pants, coats)that are fully PFAS free, most manufacturers have replaced the outer shell of the protective equipment to remove PFAS from fabrics. However, this does not impact the purchase of PFAS-free gloves, hoods, boots, etc. as these items have matured in development to include readily available PFAS-free items. FEMA encourages applicants to ask potential vendors about their current level of compliance with using PFAS-free materials e. Restrictions on Uses ofA ward Funds
• No AFG Program funds may be used to support hiring (part-time or full-time), salaries, benefits, or fringe benefits (including but not limited to contributions for social security, insurance,workers' compensation,pension, or retirement plans)for any personnel.
• Documented back fill and/or overtime/lost wages costs to support awarded training activities are allowable personnel expenses.
• Instructor's rates/base rates should be provided as part of the application narrative,as well as the market-researched competitive rate for delivering the requested training. • If the instruction provided for an awarded training activity is delivered by an existing member(s) of the recipient organization, only the established base rate of compensation, without benefits or overtime, may be eligible for reimbursement. • Recipients are encouraged to allow other organizations to benefit from an awarded activity; e.g., filling another organization's SCBA cylinders using a grant funded compressor,cleaning another organization's turnout gear,or offering excess capacity training opportunities. If recipients choose to include costs associated with shared FY 2022 AFG NOFO Back to the Top
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53 benefit(e.g.,backfill, overtime,tuition) for members outside of their department, they must apply as a Regional applicant.
• Items requested under Additional Funding may only be from that same Activity area.
Furthermore, improper Additional Funding requests may be disqualified, if there is misalignment between the item requested and the Activity area. However, the following requests are allowable:
o Rapid Intervention Team(RIT)packs supporting a SCBA request under the PPE activity. RIT packs must be requested under the Equipment activity if not supporting an SCBA request.
o PPE gear bags under the PPE activity(gear bags are only eligible as additional funds in association with a PPE gear request).
o Fit tester supporting an SCBA request under the PPE activity. Fit tester must be requested under the Equipment activity if not supporting an SCBA request. o Air Compressor/Fill Station/Cascade Systems (Fixed or Mobile) in support of a SCBA request under the PPE activity. Air Compressor/Fill Station/Cascade Systems (Fixed or Mobile) must be requested under the Equipment activity if not supporting a SCBA request.
o PPE gear washer/extractor/dryer in support of a PPE gear request under the PPE activity. Washer/extractor/dryer must be requested under the Equipment activity if not supporting a PPE gear request.
f. Fundinz Priorities
I. OPERATIONS AND SAFETY—TRAINING OVERVIEW
FEMA has determined that hands-on, instructor-led training that meets a national, state, or DHS adopted standard and results in a national or state certification provides the greatest training benefit.
All of the following are considerations in pre-scoring and peer review determinations:
High Q), Medium (©), Low(j )
Fire Department, iPurpose
p • Training evaluated using national or state standards • Training that brings a department into compliance with recommended NFPA or © other national standards
© • Instructor-led training that requires student testing to demonstrate academic competence or practical proficiency
• Training that benefits the highest percentage of applicable personnel, such as the p hazardous materials training within a fire department or training that will be open to other eligible organizations
© • Training that does not result in certification
p • Training that is self-directed/validated
• Training that will address an identified risk but not associated with compliance to 0 any standards
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54 Fire 1 •p.rtment and Regional Training Prii p• Training NFPA# Urban Suburban Rural
Firefighter I, II 1001 I:] Cl 19
Fire/Emergency Services Instructor 1041 I:1 I:1 I:1 Hazardous Materials Response- 470
Awareness,Operations,Technician
Infection Control 1581 I:] I:1 I:1
Confined Space Response- 2500 Cl Cl Cl
Awareness,Operations,Technician
Wildland firefighting(basic) 1140 M M
Wildland firefighting certification 1140 Cl Cl Cl red card
Wildland Fire Officer 1051 Cl fa fa
Rapid Intervention Training 1407
Fire Officer 1021 Cl fa I.1
Emergency Medical Responder 1001 I:1 I:1 I.1 Emergency Medical Technician 1001 Cl Cl Cl Advanced Emergency Medical 1001
Technician to Paramedic
Paramedic 1001 Cl Cl Cl
Paramedic to Community Paramedic 1001 Cl Cl Cl Firefighter Safety and Survival 1407 Cl fa fa Safety Officer 1026,1521 Cl
Fire Apparatus Driver/Operator 1002 Cl Cl Cl Fire Prevention 1037,1730 F:1
Fire Inspector 1031 F:1 Cl F:1
Fire Investigator 921,1033 Cl Cl Cl Fire Educator 1035 Cl Cl Cl
NIMS/Incident Management System 1026,1561
IMS Cl f:l
Emergency Scene Rehab 1584 Cl Cl Cl
Critical Incident Debriefing/Crisis 1500
Intervention
Cl Cl
Any training to a National/State or
NFPA standards Cl Cl
Compliance with federal/state-
mandated program
Cl I.1
Technical Rescue-Operations, 1006,2500
Technician
Cl I.1
Vehicle Rescue 2500 Cl Cl Cl
Another officer 1021 Cl Cl p
Aircraft Rescue Firefighting (ARFF) 402,403,
1003 C IZI
l
Weapons of Mass Destruction 470
WMD
Mass Casualty Cl Cl Cl
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55 Fire 1 •p.rtment and Regional Training PriiCourse
Training NFPA# Urban Suburban Rural
Training to address a local risk not M El El elevated to a national or state
Specialized Training
Maritime Firefighting 1005, 1405,
1925
Instructor-led training that does not
lead to certification
Self-taught courses p
Training not elevated to a national or
state standard
Funding Priorities for Fire Departments and Nonaffiliated EMS Organizations Training The AFG Program provides training grants to meet the educational and performance requirements of fire departments and nonaffiliated EMS personnel. Training should align with the U.S.National Highway Traffic Safety Administration,which designs and specifies a National Standard Curriculum for Emergency Medical Technician(EMT)training and the National Registry of Emergency Medical Technicians(NREMT), a private, central certifying entity whose primary purpose is to maintain a national standard(NREMT also provides certification information for paramedics who relocate to another state).
A higher priority is assigned to the following due to the time and cost of upgrading an organization's response level:
• Organizations seeking to elevate the response level from Emergency Medical Responder(EMR) to EMT.
• Organizations seeking to elevate the response level from Advanced EMT(AEMT)to Paramedic.
• Organizations seeking to train Community Paramedics:Organizations seeking to train a high percentage of the active EMRs will receive additional consideration when applying under the Training activity.
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56 Eligible Training Activities for Fire Departments and Regional Applications includenot limited to:
• Train-the-trainer courses • Purchase of training curricula and training • Alternative fuel firefighting services (instructors) • Response to natural disasters • Chemical Biological Radiological Nuclear • Minor interior alterations, requested under and Explosive (CBRNE) awareness, Additional Funding and limited to $10,000 performance, planning, and management total expenditure to support the awarded • Travel expenses associated with Type 3 Training activities(e.g.,removal/construction Incident Management Teams (IMT) of a non-weight bearing wall) attending position development/mentoring • Overtime expenses paid to career firefighters assignment with national Type 2 or Type 1 to attend training or to backfill positions for IMTs colleagues who are in training • Supplies or expendables or one-time use • Rental of facilities to conduct training items essential for an award's scope of work, • Rental of Audio/Visual equipment such as foam,breaching materials(e.g.,wood • Travel expenses associated with attendance at or sheetrock) for ventilation or rescue props, a formal training course or conference or the amount of fuel required to sustain an (mileage, hotel, and lodging expenses) awarded live fire training activity, or per • Compensation to volunteers (Fire and NFPA 1403 Standard on Live Fire Training nonaffiliated EMS)for wages lost to attend Evolutions,reasonable safety mitigations to a training;there is no overtime or backfill for structure acquired for training volunteers • Props(single-use or permanent)essential for • Tuition, exam/course fees, and training programs requested in the certifications/certification expenses application cannot exceed $50,000 for Operation and Safety requests;this does not
apply to SFTA requests
Ineligible Training Activities for Departments and Regional limited to:
• Construction of facilities(buildings,towers, • Site preparation to accommodate or modify sheds, etc.) any training activity,facility,or prop that is a • Firefighting equipment or PPE,such as SCBA, permanent or semi-permanent improvement, used exclusively for training including but not limited to: landscaping, • Remodeling not directly related to grant cutting or grading an access road, trenching, activities paving a training area, exterior stairs or • Any costs associated with planning and/or sidewalks, or the installation of utilities participating in formal or planned special event • Purchase or lease of real estate(this does not exercises to identify user needs, evaluate an preclude departments from securing organization's performance capabilities, necessary training facilities such as validate existing capabilities, or to facilitate classrooms, use of towers, training props, coordination and asset sharing etc.)
• Firefighting equipment and PPE rental,as well • Purchase of Unmanned Aerial Vehicles as training facility personnel costs (such as (UAVs) and Drones facility maintenance, cleaning, safety officer • Food and beverages services, etc.)
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57 Eligible Training Activities for Nonaffiliated EMS include but are not limited to:
• EMR • Attendance at formal training forums or • EMT conferences providing continuing education • AEMT credits
• AEMT to Paramedic • Overtime expenses paid to career • Paramedic(applicant must clearly demonstrate nonaffiliated EMS responders to attend plan to accomplish paramedic training within training or to backfill positions for colleagues the period of performance) who are in training
• Community Paramedics(paramedics with • Compensation to volunteers for wages lost to Primary Care certification) attend training (there is no overtime or • Travel expenses associated with attendance at backfill for volunteers) a formal training course or conference: • Supplies or expendables or one-time use air/rail transportation, mileage, hotel/lodging items essential to complete the training expenses, etc. (Note: Food and beverages are activity of a nonaffiliated EMS award's ineligible travel expenses) scope of work; examples include bandages, splints,expendable respiratory supplies,etc.
II. OPERATIONS AND SAFETY—EQUIPMENT OVERVIEW
AFG Program grants fund equipment for effective response,firefighting,rescue, and emergency medical operations to enhance the public safety.
Reminder: When requesting training for any items in this section, enter the request under "Other"within"Additional Funding"in the"Grant Application Request Details" section of the application. Make sure to identify the type and scope of training, time frame, etc. in the Additional Funding explanation section. Training must be specific to the use of the equipment(i.e., vendor training) and not duplicative of courses listed under the Training activity.
Also note:
• Accountability systems are located under the Equipment activity. • All simulators,tow vehicles,and all mobile or fixed fire/evolution props(e.g.,burn trailers, forcible entry, or rescue/smoke mazes) are located under the Equipment activity.
• Request for monitors/defibrillators should be based on the number of transport and non-transport ALS response vehicles in the fleet(medic engine, medic chase vehicle, ALS ambulance, etc.).
• P-25 compliant Portable Radios should be requested based on the number of seated riding positions or active members of the department and supported in the request narratives.
• Requests for P-25 mobile radios should be based on the number of vehicles in the fleet.
• Requests to replace obsolete or damaged equipment should enable the applicant to meet applicable industry, local, state, and national standards. • Equipment product lifecycles are assigned an age category of Short (5-7 years), Intermediate(8-14 years), or Long(15-20 years). These age categories are used to FY 2022 AFG NOFO Back to the Top
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58 compare like types of equipment of a similar age category. Under this system, an item that should have a useful life of 10 years is only compared to other items that have a similar useful lifespan. An application does not score higher or lower based on the product lifespan of an item. It only serves to ensure a more even scoring of equipment based on type.
All of the following are considerations in pre-scoring and peer review determinations:
Priority , . CategoryRegional
BASIC EQUIPMENT
Intermediate Air Compressor/Fill Station/Cascade Air Compressor/Fill Station/Cascade © System (Fixed or Mobile) for filling System (Fixed or Mobile) for filling SCBA SCBA
© Long Appliance(s)/Nozzle(s)/Foam Eductors Appliance(s)/Nozzle(s)/Foam Eductors © Long Basic Hand Tools (Structural/Wildland) Basic Hand Tools (Structural/Wildland)
© Intermediate Electric/Gas Powered Saws/Tools Electric/Gas Powered Saws/Tools 10 Short Fit Tester Fit Tester
p Intermediate Hose(Attack/Supply) Hose(Attack/Supply) p Short Immediately Dangerous to Life or Health IDLH Monitoring Equipment IDLH Monitoring Equipment
© Immediate IDLH Protection for Investigators(This is single-use respiratory protection)
p Long Ladders Ladders
p Short Personal Accountability Systems Personal Accountability Systems p Intermediate PPE Washer/Extractor/Dryer(Turnout) PPE Washer/Extractor/Dryer(Turnout) © Intermediate Respirator Decontamination System Respirator Decontamination System (SCBA) (SCBA)
© © Intermediate Props:For Fire Department applicants:In Props -p For Regional Applicants:
p Intermediate RIT Pack/Cylinder RIT Pack/Cylinder p Intermediate Generator—Portable Generator—Portable p Intermediate Tech Rescue(Ropes,Harnesses, Tech Rescue(Ropes,Harnesses, Carabiners, Pulleys, etc.) Carabiners, Pulleys, etc.) Short Simulators for Fire Departments -p Simulators(including virtual) - p p p Simulators for Regional(including virtual)- p Repairs and upgrades(non-construction) to existing Simulators -
© Short Thermal Imaging Camera(Must be NFPA Thermal Imaging Camera(Must be 1801 compliant) NFPA 1801 compliant)
Short Software and Learning Management Software and LMS to support training p System(LMS)to support training for Fire
pp p Departments -
Software and LMS to support training for
Regional IM
-
© Short Computers used in support of training Computers used in support of training FY 2022 AFG NOFO Back to the Top
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59 Priority Age Category Fire and Fire Regional p Short Vehicle Mounted Exhaust Systems Vehicle Mounted Exhaust Systems © Short Mobile computing devices intended to be Mobile computing devices intended to used on scene Tablets be used on scene Tablets
COMMUNICATIONS
p Intermediate Base Station(must be P-25 Compliant) Base Station(must be P-25 Compliant) p Intermediate Headsets Headsets
M Intermediate Mobile Radios (must be P-25 Compliant) Mobile Radios(must be P-25 Com liant
p Intermediate Mobile Repeaters(must be P-25 Mobile Repeaters(must be P-25 Compliant) Compliant)
p Intermediate Pagers(limited to number of active Pagers(limited to number of active Rural members) members
M Intermediate Portable Radios(must be P-25 Portable Radios(must be P-25 compliant) compliant)
p Intermediate Mobile Data Terminal (MDT) MDT
© Intermediate Pagers(limited to number of active Pagers(limited to number of active Urban/ members) members)
Suburban
© Short Cell phones/carrier plans/software Cell phones/carrier plans/software specifically to enable Radio over IP specifically to enable RolP RoIP
EMS EQUIPMENT
p Short Airway Equipment(Non-Disposable) Airway Equipment(Non-Disposable) © Short Automated External Defibrillators AEDs BLS Level AEDs BLS Level
© Short Automatic Chest Compression Device Automatic CPR CPR
p Short EMS Training Aids EMS Training Aids
p Short Monitor/Defibrillator Monitor/Defibrillator p Intermediate Power Lift Cot Power Lift Cot p Intermediate Power Lift System Power Lift System p Short Pulse Oximeters Pulse Oximeters
© Short Responder Rehab Equipment Responder Rehab Equipment Short Portable Lift System (i.e., devices, Portable Lift System(i.e., devices, hydraulic or electrical,used to assist with hydraulic or electrical,used to assist the lifting of patients that are not with the lifting of patients that are not associated with cots) associated with cots
EXTRICATION
Priority Age Category Fire and Fire Regional SFTA p Intermediate Cutter/Spreader Cutter/Spreader p Intermediate Vehicle Extrication Equipment Vehicle Extrication Equipment FY 2022 AFG NOFO Back to the Top
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60 Priority Age Category Fire and Fire Regional SFTA
HAZARDOUS MATERIALS
(HazMat)
In Intermediate Basic HazMat Response Equipment Basic HazMat Response Equipment © Intermediate Decon,Clean-Up,Containment and Decon,Clean-Up,Containment and Packaging Equipment Packaging Equipment
© Short Sampling Devices (HazMat) Sampling Devices (HazMat)
SPECIALIZED
p Intermediate Skid Unit Skid Unit
p Intermediate Air Quality Device Air Quality Device p Intermediate Boats Boats
© Short Marine equipment(NFPA 1925: Marine equipment(NFPA 1925:
Standard on Marine Fire-Fighting Standard on Marine Fire-Fighting Vessels) Vessels
p Intermediate Mobile Generator Mobile Generator p Intermediate Portable Pump Portable Pump
p Short Specialized Equipment(Other) Specialized Equipment(Other)
CBRNE EQUIPMENT
p Short CBRNE-related Equipment CBRNE-related Equipment p Short Non-Disposable Biological Detection Non-Disposable Biological Detection Priority Age Tow Vehicles Applicant
Category
Note: Tow vehicles may be applied for under different application types with differing priority levels.
Please reference the chart below when applying for tow vehicles. p Long Tow Vehicle SFTA
p Long Tow Vehicle Regional
p Long Tow Vehicle Fire Department
Priority Age Category •d EMS Nonaffiliated EMS Regional
COMMUNICATIONS
Intermediate Base Station(must be P-25 Compliant) Base Station(must be P-25 © Compliant)
Intermediate Mobile Radios (must be P-25 Compliant) Mobile Radios(must be P-25 © Compliant)
Intermediate Mobile Repeaters(must be P-25 Mobile Repeaters(must be P-25 © Compliant) Compliant)
Intermediate Pagers(limited to number of active Pagers(limited to number of active © members) members)
Intermediate Portable Radios (must be P-25 Portable Radios (must be P-25 © Compliant,limited to number of AFG Compliant,limited to number of AFG Program-approved seated positions) Program-approved seated positions) in Intermediate Mobile Data Terminal Mobile Data Terminal © Intermediate Headsets Headsets
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61 Priority Age Cateeoryi i i EMS Regional
COMMUNICATIONS
© Short Cell phones/carrier plans/software Cell phones/carrier plans/software specifically to enable RoIP specifically to enable RoIP Priority Age Category Nonaffiliated EMS Nonaffiliated EMS Regional
EMS EQUIPMENT
p Short ALS/BLS Equipment ALS/BLS Equipment
p Short Airway Equipment(Non- Disposable) Airway Equipment(Non-Disposable) p Short AEDs BLS Level AEDs BLS Level
p Short Automatic CPR Automatic CPR
p Short EMS Training Aids EMS Training Aids
p Short Monitor/Defibrillator- 15 leads Monitor/Defibrillator- 15 leads p Intermediate Power Lift Cot Power Lift Cot p Intermediate Power Lift System Power Lift System p Short Responder Rehab Equipment Responder Rehab Equipment p Short Suction unit Suction unit
p Short Computers used in support of training Computers used in support of training © Short Mobile computing devices intended to be Mobile computing devices intended used on scene tablets to be used on scene tablets p Short Vehicle Mounted Exhaust Systems Vehicle Mounted Exhaust Systems Short Portable Lift System(i.e., devices, Portable Lift System(i.e., devices, hydraulic or electrical,used to assist with hydraulic or electrical,used to assist the lifting of patients that are not with the lifting of patients that are not associated with cots) associated with cots
HazMat
p Intermediate Basic HazMat Response Equipment Basic HazMat Response Equipment © Intermediate Decon,Clean-Up,Containment and Decon,Clean-Up,Containment and Packaging Equipment Packaging Equipment
El Short Sampling Devices(HazMat) Sampling Devices (HazMat) FY 2022 AFG NOFO Back to the Top
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62 Fire Department,Nonaffiliated EMS,Regional, and SFTA Equipment Priorities Priority Purpose of Request Definition
In Obtain equipment to achieve Applies to requests for equipment needed, and not minimum operational and deployment currently owned, to achieve minimum operational and standards for existing missions deployment standards for a department's existing mission requirements. This includes equipment that is no longer usable because it is broken and/or damaged beyond repair. 10 Replace noncompliant equipment to Applies to equipment that is deemed obsolete and/or is out current standard of compliance with current standards for that type of equipment. Equipment requested under this reason for
purchase has not been deemed inoperable,and while it may not be compliant with current standards it is not broken, damaged, or otherwise unusable.
© Obtain equipment for new mission Applies to requests for equipment, supplies, or inventories that are intended to fulfill minimum service requirements associated with new missions that a department is taking on and building the capability for but has not been previously fulfilled. For example, this may include, but is not limited to, establishing a new HazMat capability or Swift Water Rescue capability.
p Upgrade technology to current Applies to requests for equipment that may or may not be standard owned, but newer technology is available. are Eligible Equipment Activities for Fire Department,Nonaffiliated EMS,Regional, and SFTA include bull • Shipping,taxes,assembly,and installation of • Training specific to the requested equipment the requested equipment • Requested support activities for equipment requiring • Extended warranties and service agreements if supplies or expendables or"onetime"use items acquired concurrent with initial acquisition essential for an award's scope of work, such as foam, • Minor interior alterations(requested under breaching materials (e.g., wood or sheetrock) for Additional Funding and limited to$10,000 ventilation or rescue props, or the amount of fuel total expenditure)to support the awarded required to sustain an awarded live fire training Equipment activities (e.g., removal/ activity, or per NFPA 1403 Standard on Live Fire construction of a non-weight bearing wall) Training Evolutions,reasonable safety mitigations to a • Equipment for response to incidents involving structure acquired for training CBRNE/WMD • Subscriptions necessary for the operation of the awarded equipment and purchased concurrently
within the POP
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63 Ineligible Equipment Activities Fire Department, i i EMS,Regional, and SFTA include but are not limited to:
• Construction of facilities,such as buildings, • Utility Vehicles and All-Terrain Vehicles towers, or sheds to house communications (UTV/ATV) • All fixed non-mobile repeaters or fixed site • UAVs and Drones amplifiers • Bomb disposal equipment and robots • Sirens or other outdoor warning devices • Mobile radios for personally owned vehicles(except • Signage of any kind Chief Fire Officer's personal vehicle if justified) • Phones (telephone/satellite/cell) • Supplies or expendables or common one-time use • Investments in emergency communications items such as foam, soaps, disinfectant wipes, systems and equipment must meet applicable medical gowns/gloves, bandages, any drug, SAFECOM Guidance intravenous bags/fluids, defibrillator pads/electrodes, • Personal Safety/Rescue Bailout System(PPE) syringes, cervical collars, batteries, exhaust system • Computer assisted dispatch(CAD) systems filters and splints and software,geographic information systems • Flashover or other simulators/props that do not meet (GIS), dispatch consoles, workstations and NFPA 1402 or 1403 standard(homemade or office furniture aftermarket simulators)
• Nonaffiliated EMS expendable supplies • Subscriptions,memberships,equipment rental or (including but not limited to medications) lease to purchase • Refurbished equipment
PrioritiesAdditional Considerations for Fire Department,Nonaffiliated EMS,Regional, and SFTA Equipment • Equipment that has a direct effect on firefighters'health and safety • Age of equipment considered for replacement
• Equipment that operationally benefits other jurisdictions • Equipment that brings the department into compliance with a national recommended standard,(e.g., NFPA or statutory compliance like OSHA)
IMPORTANT: The only eligible AFG Program activity for interoperable communications equipment is the acquisition of P-25 compliant equipment. • P-25 compliant interoperable communications equipment has a digital platform that is programmable, scalable, and can communicate in analog mode with legacy radios, and in both analog and digital mode with other P-25 equipment. P-25 compliance enhances interoperability, allowing first responders to communicate with each other to coordinate their response to and mitigate all hazards. • The procurement of interoperable communications equipment that does notmeet P-25 compliance is unallowable; there are no waivers for P-25 compliance. • All recipients awarded activities with emergency communication equipment and related activities must comply with the SAFECOM Guidance for Emergency Communication Grants, including provisions on technical standards that ensure and enhance interoperable communications. The technical specifications for FY 2022 SAFECOM Guidance on Emergency Communications Grants are available at FY 2022 AFG NOFO Back to the Top
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64 bgps:// www.cisa.gov/sites/default/files/publications/FY%202022%20SAFECOM%2 OGuidance_Final_508.pdf.
• It is the recipient's responsibility to obtain documented evidence that the equipment to be acquired has been tested and has passed all the applicable P-25 compliance requirements and the recipient shall be able to produce such documentation to FEMA upon request.
• AFG Program applicants are not required to identify a specific P-25-compliant product in their application narrative,but they must affirm that the interoperable communications equipment requested or acquired will be P-25 compliant.
Note: Recipients using FY 2022 AFG Program funds to support emergency communications activities should review and comply with SAFECOM requirements, including provisions on technical standards that ensure and enhance interoperable communications. Communication equipment(e.g.,portable radios) would be included in this standard. Recipients investing in emergency communications must ensure their projects support the Statewide Communications Interoperability Plan(SCIP) for their state.
III. OPERATIONS AND SAFETY—PPE OVERVIEW
AFG Program funds used to acquire PPE may only be used to acquire compliant PPE for firefighting and nonaffiliated EMS personnel. Only the acquisition of PPE compliant with the most current edition of NFPA 1971, 1977, 1981 and/or 1999 are eligible activities. The acquisition of used, refurbished, or updated PPE are ineligible for reimbursement. PPE requested should have the goal of increasing firefighter safety. When requesting to replace PPE (e.g., Turnout Gear and/or SCBA) applicants will be asked to provide the age of the items being replaced. All PPE items in the current inventory must be accurately described and accounted for in the application narrative.
Based in part on NFPA 1851, Standard on Selection, Care, and Maintenance of Protective Ensembles for Structural Fire Fighting and Proximity Fire Fighting, in order for PPE (to include SCBA)to be considered noncompliant, the items must be a minimum of 2 NFPA cycles and 10 years of age or older from the date they were manufactured. • Acquiring or replacing an individual SCBA face piece for each operational member of an organization is High © Priority. To the extent a request for additional face pieces exceeds any face pieces requested as part of an SCBA unit,that request should be entered as a separate request line item and will not be considered a request"to increase supplies"(e.g., if the applicant has the need for 35 Face Pieces, and requests 25 SCBA Units, the applicant should also separately request 10 additional Face Pieces).
• FEMA considers a complete set of Structural/Proximity PPE Turnout Gear to be comprised of these NFPA 1971 compliant components: one pair of pants, one coat, one helmet,two hoods, one pair of boots, two pairs of gloves, one pair of suspenders, and one pair of goggles. In the AHJ where additional PPE such as a Personal Safety/Rescue Bailout System is statutorily required, FEMA will consider all statutorily required items to be part of a complete PPE set. • FEMA considers a complete set of EMS PPE Turnout Gear to be comprised of these NFPA 1999 compliant components: one pair of pants,one coat,one helmet,one pair FY 2022 AFG NOFO Back to the Top
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65 of boots, one pair of gloves, one pair of suspenders, and one pair ofgoggles. • FEMA considers a complete set of Wildland PPE Turnout Gear to be comprised of these NFPA 1977 compliant components: one pair of pants, one coat, one jumpsuit, one helmet, one pair of boots, one pair of gloves, one pair of suspenders, one pair of goggles, one fire shelter, web gear, backpack, and canteen/hydration system. • Funding is limited to one set of PPE Turnout Gear per person. • FEMA considers PPE gear bags, RIT packs, and/or Fit Tester as eligible items that can be requested under Additional Funding and available as part of excess fund for the PPE activity in support of requests for PPE or SCBA items. • FEMA considers a complete SCBA unit to be comprised of a harness/backpack, one face piece, and two cylinders.
Training for requested PPE:
• Applicants must certify that all grant-funded PPE will only be used by sufficiently trained personnel (failure to meet this requirement will result in the request for funding deemed ineligible).
• If applicants are requesting training to support a PPE activity, it must be entered in the "Additional Funding" section within the "Grant Request Details" section of the application.
The following are considerations in pre-scoring and peer review determinations:
Fire Department, i Joint/Regional,
Priority Purpose of Request Definitions
Increase supply for new hires and/or Applies to PPE-Turnout Gear for new existing firefighters that do not have firefighters(i.e.,new hires or volunteer recruits) © one set of turnout gear(PPE) or and/or existing firefighters that do not currently allocated seated positions (SCBA). have one set of PPE-Turnout Gear, and to add This includes replacing out of service SCBA to fill seated riding positions that do not PPE-Turnout Gear and SCBA. currently have SCBA.
Replace in-service or in-use damaged/ Applies to PPE-Turnout Gear and SCBA that is In unsafe/unrepairable PPE/SCBA to meet deemed damaged unsafe and unrepairable yet current standard still in use at the time of application.
Replace in-service/in-use/expired/ Applies to PPE-Turnout Gear or SCBA that is noncompliant PPE/SCBA to current deemed obsolete and/or is out of compliance © standard with current standards. PPE-Turnout Gear or SCBA to be replaced is not compliant with
current standards;it is not broken,damaged or
otherwise unusable.
Replace PPE/SCBA to upgrade Applies to PPE-Turnout Gear or SCBA that is technology to current standard less than 10 years old for PPE-Turnout Gear or compliant within two NFPA cycles for SCBA.
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66 Additional Considerations for Fire Department,Nonaffiliated EMS, - ional,and SFTA for
PPE or
• Higher priority is given to the age of requested PPE,reason for purchase/replacement,priority.
Applicant's call volume is a lesser factor. Applicants will be required to provide the age of the PPE being replaced.
• Applicants with the oldest PPE and/or trying to bring the department into 100%NFPA compliance or the number of active members who will have compliant gear. 7* Amernican
Structural/Proximity
National Standards Institute(ANSI) • Helmets
Vests Hoods
• Boots Pants
• Coats Pass Devices
• Complete Set of Turnout Gear • Personal Safety/Rescue Bailout System • Gloves • Suspenders
• Goggles
PPE List
Respiratory
• Air-Line Unit • SCBA Spare Cylinders
• Face Pieces • SCBA(SCBA Unit includes: Harness/ • Respirators Backpack,Face Piece,and 2 cylinders) Wildland
• Jumpsuits/Coveralls • Goggles
• Boots • Shelters
• Coats • Web Gear/Backpacks
• Pants • Canteens/Hydration Systems
• Suspenders • Helmets
Specialized PPE
• Ballistic Protective Equipment (BPE), which • Extrication Clothing/Rescue Clothing includes one vest, one helmet, one triage bag, • Proximity Suits one pair of goggles • Splash Suits
• Chemical/Biological Suites (must conform to • Wet and Dry Suits NFPA 2016 edition) • Encapsulated Suits
Eligible PPE Activities for Fire Department,Nonaffiliated EMS,Joint/Regional and SFTA include but are not to:
• ANSI approved retroreflective highway • Customized helmet shields apparel • Level C suits
• Training for requested PPE • Personal Safety/Rescue Bailout System • Turnout gear bags • Face Pieces Regulators FY 2022 AFG NOFO Back to the Top
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67 Ineligible PPE Activities for Fire Department, i i EMS,Joint/Regionaland SFTA include but are not •d to:
• Three-quarter length rubberboots • Food and beverages • Uniforms(formal/parade or station/duty)and • Integrated thermal imaging cameras(TIC)with uniform items (hats, badges, etc.) heads-up display • PPE gear bags(ineligible unless requested as • Bomb disposal suits additional funds in association with a PPE • Any communications equipment(e.g.,radios request) and pagers) in the PPE section
• RIT packs (ineligible unless requested as • Structural,proximity,wildland firefighting additional funds in association with SCBA gear, or rescue and extrication gear for request) nonaffiliated EMS organizations
• Fit tester(ineligible unless requested as • Any decals, embroidery, engraving, flags, additional funds in association with SCBA graphics,logos,vehicles,and PPE Turnout request) lettering that customizes awarded items • Air Compressor/Fill Station/Cascade Systems beyond the normal expectation(except (ineligible unless requested additional funds in customized helmet shields) association with SCBA request). • Funding is limited to one set of PPE-Turnout • PPE gear washer/extractor/dryer(ineligible Gear per person unless requested additional funds in • Equipment rental or lease to purchase association with PPE gear request). • Note: Where bailout system is statutorily • Personal Safety/Rescue Bailout System for required, FEMA will consider all statutorily nonaffiliated EMS organizations required items to be part of a complete PPE set IV. OPERATIONS AND SAFETY—WELLNESS AND FITNESS OVERVIEW Wellness and Fitness activities are intended to strengthen emergency responders so that their mental,physical, and emotional capabilities are resilient enough to withstand the demands of all hazardous operations. In order to be eligible for funding, applicants must offer, or plan to offer, all five of the following Priority I activities as discussed in the table below.
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68 Fire Department and Nonaffiliated
Priority I -Below are the five activities required for a complete Wellness and Fitness program:
• Initial medical exams
• Job-related immunization
• Annual medical and fitness evaluation
• Behavioral health
• Cancer Screening Program to meet NFPA 1582
Priority 2 -Applicants may only apply for Priority 2 Items (listed below)if the applicant offers or is requesting a combination of the five activities required under Priority I (listed above):
• Candidate physical ability evaluation
• Injury/illness rehab
• Formal fitness, injury prevention
• International Association of Fire Fighters (IAFF) or IAFC peer fitness trainer program, including transportation, travel, overtime/backfill, and reasonable expenses associated with member participation in Train-the-Trainer for IAFF/IAFC and implementation of a peer fitness trainer programs. Core components included in a firefighter fitness assessment include:
o Aerobic Capacity,
o Body Composition,
o Muscular Strength,
o Muscular Endurance, and
o Flexibility.
NOTE: Applicants are encouraged to review NFPA 1583 for guidance on the minimum requirements for the development, implementation, and management of a health-related fitness program.
Departments that have some of the Priority I programs in place must apply for funds to implement the missing Priority I programs before applying for funds for any additional program or equipment within Priority 2. In addition, all grant-funded physicals(except those for explorers)must meet NFPA 1582 standards (Chapter 6, Medical Evaluations of Candidates 6.1; and Chapter 9, Essential Job Tasks— Specific Evaluation of Medical Conditions in Members). The cost of physicals should be based on local physician or health center prices. Detailed information on implementing NFPA 1582 physicals can be found at https://www.fstaresearch.org .
NOTE: Simultaneous requests for Priority 1 and Priority 2 activities will receive a lower funding consideration than requests that complete the bundle of the five Priority I activities.
Applicants should review Health Related Fitness Programs as outlined in NFPA 1583,which is summarized below.
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69 Fire Department and Nonaffiliated
NFPA 4583 Standards on Health-Related Fitness Programs for Fire Department Members Scope
This standard establishes the minimum requirements for the development, implementation, and management of a health-related fitness program for members of the fire department involved in emergency operations.
Purpose
The purpose of this standard is to provide the minimum requirements for a health-related fitness program for fire department members that enhances the members' ability to perform occupational activities efficiently and safely and reduces the risk of injury, disease, and premature death.
This document is intended to help fire departments develop a health-related fitness program for fire department members that requires mandatory participation but is not punitive.
This document is not intended to establish physical performance criteria. are not limited Eligible Wellness and Fitness Activities for Fire Department and Nonaffiliated EMS include but • The five Priority 1 items: initial medical • Contractual costs (non-hiring) for personnel exams,job-related immunization, annual (such as nutritional counseling),physical fitness medical and fitness evaluation,behavioral equipment(including shipping charges and health, and cancer screening sales tax, as applicable), and supplies directly • Behavioral health programs to include,but related to physical fitness activities not limited to: Critical Incident Stress • Minor interior alterations (requested under Management Programs, Employee Additional Funding and limited to $10,000 total Assistance Programs expenditure) to support the awarded Wellness • Transportation expenses related to a and Fitness activities (e.g., removal/ member's participation in offered Wellness construction of a non-weight bearing wall);note and Fitness activities that these will require EHP review but are not limited Ineligible Wellness and Fitness Activities for Fire Department and Nonaffiliated EMS include • Fitness club membershipsfor participants or • Purchase of medical equipment that is theirfamilies not used as part of the Wellness and • Non-cash incentives (e.g., t-shirts or hats of Fitness program nominal value,vouchers to local businesses,or • Contractual services with anyone other than time-off) medical professionals (e.g., health care • Purchase of real estate consultants, trainers, and nutritionists) for • Cash incentives programs such as smoking cessation • Food and beverages • Purchase of equipment or personal protective • Subscriptions and memberships equipment that is otherwise eligible under the Equipment activity or the PPE activity
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70 V. OPERATIONS AND SAFETY—MODIFICATIONS TO FACILITIES OVERVIEW AFG Program funds may be used to modify fire stations and other facilities. New fire station construction is not eligible. Eligible activities include source capturing exhaust, sprinkler, carbon monoxide alarms or smoke/fire detection systems,only for these types of systems and not multi-purpose systems that encompass ineligible features as described below.
All changes to facilities including major or minor modifications and equipment installations require EHP review.
The benchmark for eligibility does not apply to minor interior alterations (requested under Additional Funding and limited to $10,000 total expenditure)to support Training, or Wellness and Fitness activities(e.g.,removal/construction of a non-weight bearing wall). In recognition of the risks posed by exposure to diesel fumes, Source Capture Exhaust Extraction Systems (SCES) are a High Priority item for vehicle exhaust mitigation under Modifications to Facilities.
An SCES is a system where exhaust gases from a vehicle are captured directly via a conduit that attaches to/over the end of the vehicle's exhaust system at the tailpipe. The captured exhaust gases are expelled through the attached conduit via mechanical/pneumatic means to the exterior of the building.
No modification may change the structure's footprint or profile. If requesting multiple items, such as a sprinkler system and exhaust system, the funding for any projects or activities cannot cumulatively exceed$100,000 (total project cost[s]) for any individual station.
Eligible projects under this activity must have a direct effect on the health and safety of firefighters.
Note: Vehicle Mounted Exhaust Systems are now listed as a"High"priority in the equipment activity.
Facility Considerations:
Priority is given to facilities staffed full-time and facilities with sleeping quarters. Facilities without sleeping quarters or with part-time occupancy will receive subsequent consideration.
Training facilities, marine fire facilities, and intermittently occupied facilities will be considered next.
All of the following are considerations in pre-scoring and peer review determinations:
Eligible Modifications to Facilities Priorities for Fire Department and Nonaffiliate .nclude but are not i to: AL
© • New source capture exhaust systems, sprinkler systems, carbon monoxide, or smoke/fire detection systems—only for these types of systems and not multi-purpose systems that encompass ineligible features as described below. • Replacement or updates to existing source capture exhaust systems, sprinkler systems, carbon monoxide, or smoke/fire detection systems are considered lower priority over requests submitted for new systems.
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71 Eligible Modifications i Department i
but are not limited to:
© • Emergency generators,Air Quality Systems(AQSs)
Note: AQSs are fixed equipment that are air purifying, scrubbing, and/or air exchange systems
but are Ineligible Modifications to Facilities Priorities for Fire Department and Nonaffiliated EMS include • Station maintenance • Security systems, or other alerting systems of • Resurfacing of bay floors similar purpose designed to notify fire stations • Interior remodeling not pertaining to the of unauthorized access or provide deployment requested project(s) notifications or multi-purpose systems that • Food and beverages include any of these features even if they also include otherwise eligible features
g. Regional Applications
A Regional application is an opportunity for a fire department or a nonaffiliated EMS organization to act as a host and apply for funding on behalf of itself and any number of other participating AFG Program eligible organizations. The host organization and its partners must be the intended beneficiaries of the proposed project. A nonaffiliated EMS organization that serves as a host regional applicant can only host other nonaffiliated EMS organizations.
A fire department that serves as a host regional applicant can apply on behalf of other eligible fire departments and nonaffiliated EMS organizations within the same application. SFTAs are not eligible to apply under the Regional activity. Eligible Regional activities are Vehicle Acquisition, and Operations and Safety but only for Training, Equipment, Wellness and Fitness, and PPE activities. Regional activities should achieve cost effectiveness, support regional efficiency and resilience, and benefit more than one local jurisdiction(county, parish, town, township, city, or village) directly from the activities implemented with the grant funds. To align with the stated program objective of fostering interoperability, departments and agencies party to regional applications must use the same vendor. Any exceptions to this requirement must be pre-approved by FEMA in writing and be based on compelling operational need.
Regional applicants will be subject to the funding limitations based on the total population served by the host of the application and the participating partners. For example, if the host and partners serve a population of 100,000 or fewer and are the recipients of a Regional award for$1 million,the host has met their cap and is no longer eligible for additional funds under the AFG Program.
The community identification characteristic (e.g., Rural, Urban, or Suburban) and the organizational status of the host applicant(e.g., Career, Combination, or Volunteer)will be entered and used for the Regional application, regardless of the composition of the participating partners.
Regional populations served are the aggregate of the geographically fixed primary first due FY 2022 AFG NOFO Back to the Top
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72 response areas of the host and participating partner organizations. Exceptions can be made to this requirement in situations where the host is also the parent organization and is responsible for their smaller and independent stations.
Neither the Regional host nor any participating partner is prevented from also applying on behalf of their own organization for any AFG Program activity (Vehicle Acquisition, or Operations and Safety);however, it cannot be for the same item. For example, a department cannot apply for PPE under its own organization and participate in a regional PPE application.
In the application narrative, a Regional host must include a list of all the AFG Program eligible participating organizations benefitting from a proposed Regional project, including validated points of contact, each organization's EIN, and clear and detailed information on the regional activities requested.
Host organizations should provide specific details, fully explaining the distribution of any grant-funded acquisitions or grant-funded contracted services, as well as the responsibilities between the host and the partner organizations.
In order to apply for a Regional project, the host organization must agree, if awarded, to be responsible for all aspects of the grant. This includes, but is not limited to cost share, accountability for the assets, and all reporting requirements in the Regional application. The host of the Regional application is not considered a pass-through entity and may not issue sub-awards.
The host will be required to enter information that captures the macro demographics (e.g., total square miles) and master listings of information(e.g., combined SCBA inventories)of the partners that serve the region.
All participants of a Regional applicant must be compliant with AFG Program requirements, including being current with past grants, closeouts, and other reporting requirements. Upon notification by the AFG Program Office, the host agency shall not distribute grant-funded assets or provide grant-funded contractual services to non-compliant partner organizations.
The host and the delinquent partners will be notified by the AFG Program Office of their specific deficiency.
Regional host applicants and participating partner agencies must execute a Memorandum of Understanding (MOU) or equivalent document signed by the host and all participating organizations. The agreement should specify the individual and mutual responsibilities of the participating partners, the participant's level of involvement in the project(s), and the proposed distribution of all grant- funded assets and/or contracted services. Copies of the MOU will be requested during the technical evaluation of the application.
The MOU must specify the individual and mutual responsibilities of the host and participating partners, the host's and participants'level of involvement in the project(s), the participating partners'EINs, and the proposed distribution of all grant funded assets or contracted services.Any entity named in the application as benefiting from the award FY 2022 AFG NOFO Back to the Top
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73 must be an eligible AFG Program organization and must be a party to the MOU or equivalent document.
h. Vehicle Acquisition
Vehicles purchased with AFG Program funds must be compliant with NFPA 1901 (Standard for Automotive Fire Apparatus),NFPA 1906 (Standard for Wildland Fire Apparatus), or NFPA 1917 or equivalent(Standard for Automotive Ambulances). Leases,loan payments, or installment plans to obtain a vehicle are not eligible acquisition activities under the AFG Program and will not be reimbursed.
Community Paramedic/Health vehicles are non-transport vehicles and are not intended to have a dual role(e.g., as utility or support vehicles). There is nothing inherent in the delivery of community paramedic services that requires any emergency response packages (e.g., lights, sirens) or operational equipment(e.g., rescue tools, structural/wildland firefighting equipment). Consequently, such activities are ineligible.
Applicants may apply for more than one vehicle. Requests cannot exceed the financial cap based on population listed in the application. If a department submits multiple types of applications, and more than one of those requests are approved,the department will be held to the same financial cap based on the population listed in the application.
When requesting more than one vehicle, applicants will be asked to fill out a separate line item and answer all the questions including a separate narrative for each vehicle. For example, if an applicant is requesting to replace three ambulances,the applicant must fill out the age and vehicle identification number(VIN) of each vehicle being replaced. Applicants cannot use the same VIN in each line item.
In the case(s) when an applicant is not replacing a vehicle but only changing the service status of a vehicle(s), such as from first due to reserve, a VIN is still required for the narrative and for the vehicle being reassigned.
Applicants requesting fire vehicles that do not have drivers or operators trained to NFPA 1002 or equivalent and are not planning to have a training program in place by the time the awarded vehicle(s) is delivered will not receive a vehicle award.
Applicants requesting nonaffiliated EMS vehicles that do not have drivers or operators trained to the National Standard Emergency Vehicle Operator Curriculum (EVOC) developed by the United States Department of Transportation(DOT), or equivalent, and are not planning to have a training program in place by the time the awarded vehicle(s) is delivered, will not receive a vehicle award.
All applicants may request funding for a driver training program within the "Vehicle Acquisition"section but must add the request in the"Additional Funding"area in the"Grant Request Details" section of the Vehicle Application.
All driver training program(s)must be in place prior to the delivery of the awarded vehicle(s) or the recipient will be considered in violation of the grant agreement. The pre-score FY 2022 AFG NOFO Back to the Top
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74 evaluation criteria consider the department's need for the vehicle based on the age/condition of current vehicles and/or the demands on the organization.
Eligible Vehicle Activities for Department, i Priority Urban Communities Suburban Communities Rural Communities • Aerial • Aerial • Aerial
• Ambulance • Ambulance • Ambulance
• Pumper • Pumper • Brush/Attack
• Rescue Vehicle Light, • Tanker/Tender • Pumper
In
Medium, or Heavy • Rescue Vehicle Light, • Tanker/Tender • Non-Transport EMS Medium or Heavy • Non-Transport EMS (Community • Non-Transport EMS (Community
Paramedic/Healthcare) (Community Paramedic/Healthcare) • Quint Paramedic/Healthcare) • Quint
• Brush Type III or larger • Quint
• Brush
• Command/Mobile • Command/Mobile • Command/Mobile Communications Communications Communications Vehicle © Vehicle Vehicle • Hazardous Materials Unit • HazMat Unit • HazMat Unit • Air/Light Unit • Air/Light Unit • Air/Light Unit • Rescue Vehicle Light, • Rehab Unit • Rehab Unit Medium or Heavy
• ARFF • ARFF • ARFF
• Foam Truck • Foam Truck • Foam Truck
• Fire Rescue/Boat • Highway Safety Unit • Highway Safety Unit • Highway Safety Unit • Hybrid(i.e., • Hybrid(i.e., • Hybrid(i.e.,Transport Transport Engine) Transport Engine) Engine) • Fire Rescue/Boat • Fire Rescue/Boat • Tanker/Tender • Rehab Unit
Elizible Reuional Vehicle Activities for Fire Departments Community • Aerial
• Air/Light Unit
• Bariatric Ambulance
© • Command/Mobile Communications Vehicle
• Non-Transport EMS (Community Paramedic/Healthcare)
• Rehab Unit
• Rescue Vehicle Light, Medium or Heavy
• Tow Vehicle(Applied for under equipment)
© • Highway Safety Unit
• Hazardous Materials Unit
• Foam Truck
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75 Eligible Nonaffiliated EMS and Nonaffiliated Regional • Ambulances
© • Bariatric Ambulance
• Non-Transport EMS (Community Paramedic/Healthcare)
StandardsCompliance with
• Ambulances must comply with NFPA 1917,Edition 2016,or GSA Federal Standard KKK-A- 1822F
• Applicants must certify that unsafe vehicles will be permanently removed from service if awarded a grant; acceptable uses of unsafe vehicles include farm, nursery, scrap metal, salvage, construction, or donation to a foreign entity
• Applicants should consider adopting the principles of Traffic Incident Management Systems (TIMS); the USFA report on TIMS can be found at:
https://www.usfa.fema.gov/downloads/pdf/publications/fa 330.pdf • New fire apparatus must be compliant with NFPA 1901 or 1906 for the year ordered/manufactured Additional d• include, but not limited to) Im • Age and mileage of the vehicle being replaced; older equipment receives higher consideration • Age of the newest vehicle in the department's fleet that is like the vehicle to be replaced • Average age of the fleet; older equipment within the same class • Call volume of primary first due response area or region • Converted vehicles (with an emphasis on tanker/brush trucks)not designed or intended for use in the fire service departments that have automatic aid agreements, mutual aid agreements, or both; a converted vehicle is any vehicle that is not engineered to an NFPA standard, or not being used for its original design, or over its gross vehicle weight • Vehicles on loan to the organization in the application narrative but not in the organization's inventory
• Damaged vehicles and out of service vehicles in the organization's inventory • Replacement of open cab/jump seat configurations
IMPORTANT
Applicants requesting a vehicle(s) may be required to provide additional fleet information after the submission of the application. Vehicle inventory in the application must reflect currently owned vehicles as well as vehicles that are leased or on long-term loan and vehicles that have been ordered or otherwise currently under contract for purchase or lease by the organization but not yet in possession.
The following definitions should be followed when providing vehicle inventory in the application:
Front Line Vehicle: a vehicle that is fully equipped and ready to respond to emergency calls (first due, second due, ready-reserve vehicle).
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76 (i.e., emergency mobilization).
Reserve Vehicle: a vehicle that is not fully equipped and not ready to respond. Reserve apparatus is used when the front-line vehicle is out-of-service (repairs/maintenance).
Equipment is removed from the front-line vehicle and moved to the reserve vehicle for emergency response.
Temporarily Out of Service Vehicle: A vehicle which has been temporarily removed from emergency response duties due to mechanical or safety conditions requiring repair. Although currently out of service this vehicle is required to meet the response needs of the agency and will be returned to front line or reserve status once repaired. Temporarily out of service vehicles are included in the vehicle inventory, included in the seated position count and are eligible for replacement in the AFG Program.
Decommissioned Vehicle:A vehicle which has been permanently removed from any or all emergency response duties or functions but is still in the possession of the organization.
Examples include retired vehicles waiting disposal, vehicles used solely for parade/public relations use, antique vehicles, display, or similar uses. Decommissioned vehicles are not listed in the vehicle inventory or included in the seated position count and are not eligible for replacement in the AFG Program.
Vehicle Contract: Vehicle award recipients must submit a copy of their vehicle purchase contract to the designated Regional Fire Program Specialist or Program Analyst. To locate Regional Fire Specialist,please visit hgps:// www.fema . ovg /fire-grant-contact-information.
Recipients will be asked to scan the document(s) into a PDF format and email it to the Regional Fire Program Specialist or Program Analyst for inclusion in the grant file.
Submitting a vehicle purchase contract will assist in the programmatic monitoring of an award and help ensure programmatic compliance with the Improper Payments Eliminations and Recovery Act of 2012 (Pub. L. No. 112-248). If recipients do not submit a vehicle purchase contract, they will be unable to:
• Submit for an advance of federal funds for partial vehicle payment or chassis payment.
• Submit an amendment requesting a Period of Performance extension for the project.
Performance Bond Strongly Recommended: Performance bonds are strongly recommended but not required by the AFG Program. This is for any organization that is going to advance its own funds to their vendor prior to receipt of the vehicle. The bond may be obtained through the vendor or bank. The concept behind this is to ensure the applicant's funds are not lost in the event of a vendor's failure to perform, e.g., not finishing or delivering the vehicle, or going out of business.
Prepayment Bond Required: AFG Program vehicle recipients are required to obtain a prepayment bond if the recipient plans to advance federal funds to their vendor for a down payment. This is to safeguard the federal funds against loss if the vendor goes out of business or fails to deliver the vehicle. Prepayment bonds may be obtained through the vendor or FY 2022 AFG NOFO Back to the Top
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77 bank. The cost of a Prepayment Bond is a reimbursable activity under a vehicle acquisition award.
Penalty Clause Required: All contracts for any AFG Program-funded vehicle must contain a penalty clause. Non-delivery by the contract's specified date, or other vendor nonperformance, will require a penalty that is no less than $100 per day until such time that the vehicle, compliant with the terms of the contract, has been accepted by the recipient.
Exceptions may be considered by FEMA only if an urgent and compelling need is demonstrated by the recipient. The request for exception from this requirement must be submitted in writing to the AFG Program Analyst or Regional Fire Program Specialist.
Down Payment: A down payment for the purchase of a vehicle is allowable if required in the vehicle purchase contract,but FEMA will only allow up to 25% of the federal share to be drawn for this purpose.Any costs over-and-above the 25%limit, such as the cost of a chassis or any other fees or services,must be borne by the recipient or deferred until final payment is drawn.
Federal funds may not be requested for any other payments to include but not limited to periodic or progress vehicle payments, loan payments, or the acquisition of NFPA 1901 compliant equipment for the awarded vehicle if they are being supplied under the vehicle contract. Purchases outside of the vehicle contract can be requested for payment, i.e., driver/operator training,physical exams for driver/operator, and NFPA 1901/1906 compliant equipment specific to the type of apparatus awarded.
Final Payment: To expedite the acquisition process, and prior to the vehicle being received, inspected, and accepted, the recipient may request the final vehicle payment as an advance payment request. However, the recipient shall not disburse or satisfy the vehicle obligation until after the vehicle is received, inspected, and accepted by the recipient. includeEligible Vehicle Activities for Fire Department,Nonaffiliated EMS Organizations,Joint/Regional, and SFTA i to:
• Cost of vehicle • Travel expenses (air/rail transportation, • Physicals to meet current NFPA 1582/US mileage,hotel/lodging)to inspect a requested DOT 649 F vehicle during production(if justified in the • Cost of associated equipment that is eligible Vehicles narrative) under current NFPA 1901/1906 Note:Food and beverages are ineligible • Driver/operator training programs that meet travel expenses applicable standards,current NFPA 1002 or
EVOC, or equivalent
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78 Ineligible Vehicle Activities for Department, Organizations, Joint/Regional, and SFTA include but are not limited to:
• Leasing,rental,or installment purchase of any • UTVs and ATVs grant funded vehicle • UAVs and drones
• Aircraft,bulldozers, or construction- • Used or refurbished apparatus related equipment • Converted vehicles not originally designed for • Using the vehicle being awarded as collateral firefighting for any financial loan • Food and beverages
Examples of vehicle types
• Pumper(an apparatus that carries a minimum of 300 gallons of water and has a pump with the capacity to pump a minimum of 750 gallons per minute [GPM]) • Urban interface vehicles (Type I)pumper(300 gallons of water and 750 GPM) • Ambulance(vehicle used for transporting patients)
• Tanker/Tender(an apparatus that has water capacity in excess of 1,000 gallons of water)
• Quint Aerial(an aerial ladder, elevating platform, or water tower that is designed to position personnel,handle materials,provide continuous egress, or discharge water) • Quint(fire apparatus with a permanently mounted fire pump, a water tank, a hose storage area, an aerial ladder or elevating platform with a permanently mounted waterway, and a complement of ground ladders)
• Aerial Ladder(elevating platform, or water tower that is designed to position personnel, handle materials, provide continuous egress, or discharge water) Unsafe Vehicles
If applicants specify the vehicle(s)to be replaced are unsafe, they must certify that if awarded, the unsafe vehicle to be replaced will be permanently removed from emergency service response. Permanently removed from emergency service response means the recipient cannot use the vehicle being replaced for any emergency service response,nor can the recipient sell or otherwise transfer title to any individual or emergency service response organization that will use the unsafe vehicle for emergency service response.
A recipient who certifies it will remove an unsafe vehicle from service but then sells/transfers the unsafe vehicle to another emergency service response organization, or otherwise does not remove the unsafe vehicle from emergency service response, is considered to be in violation of the grant agreement.
Acceptable dispositions (donation or sale) of unsafe vehicles include but are not limited to a training facility(NO emergency response off the training grounds), farm use, construction or nursery use, sale to a non-emergency service response entity for refurbishment, scrap metal, salvage, or foreign donation.
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79 15. Appendix C—Award Administration Information
Appendix C contains detailed information on AFG Program Award Administration.
Reviewing this information may help recipients in the programmatic and financial administration of their award(s).
Help FEMA Prevent Fraud, Waste, and Abuse
If applicants or recipients have information about instances of fraud, waste, abuse, or mismanagement involving FEMA programs or operations, they should contact the DHS Office of Inspector General(OIG)Hotline at(800) 323-8603,by fax at(202) 254-4297, or email HOTLINE&oig dhs.gov.
I. Economic Hardship Waivers of Cost Share and Maintenance of Effort In cases of demonstrated economic hardship, and upon the request of the recipient, the FEMA Administrator may waive or reduce an AFG Program cost share or MOE requirement for certain recipients (15 U.S.C. § 2229(k)(4)(A)). As required by statute, the FEMA Administrator established guidelines for determining what constitutes economic hardship and published these guidelines in Information Bulletin No. 427.
The applicant is required to submit documentation supporting their request for an Economic Hardship Waiver at the time of the application by attaching the supporting document to the grant application.
To receive an Economic Hardship Waiver the applicant must address the specific conditions as well as format the waiver request submission as specified in Section III—Guidance, Part D: Eligibility—Demonstrating Economic Hardship of Information Bulletin No. 427.
Failure to provide documentation at the time of application or address the conditions or following the prescribed format in Information Bulletin No. 427 may result in a denial of the waiver.
II. Grant Writer/Preparation Fees
Fees for grant writers may be included as a pre-award expenditure. For grant writer fees to be eligible as a pre-award expenditure, the services must be competitively sourced, specifically identified, and listed within the "Grant Request Details" section of the application and must satisfy the requirements under 2 C.F.R. § 200.458. FEMA will only consider reimbursements for application preparation, not administration, up to $1,500 per annum. The allowability of grant writer fees as a pre-award expenditure must be paid between the 90 days prior to the publication date of the NOFO and up to 30 calendar days after the application period closes.
In order for Grant writer fees held either on retainer or subscription basis to be an eligible pre-award cost, the claimed retainer or subscription must have been competitively secured, and the costs are limited to the start of the appropriation period for the underlying award and meet the requirements under 2 C.F.R. § 200.458. Fees payable on a contingency basis are not an eligible expense.
Pursuant to 2 C.F.R. Part 180, recipients may not use federal grant funds to reimburse any entity, including a grant writer or preparer, if that entity is presently suspended or debarred by FY 2022 AFG NOFO Back to the Top
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80 the Federal Government from receiving funding under federally funded grants or contracts.
Recipients must verify that the contractor is not suspended or debarred from participating in specified federal procurement or non-procurement transactions pursuant to 2 C.F.R. § 180.300.
Prior to submission of the application,please review all work produced by grant writers or other third parties for accuracy.By submitting the application, applicants are certifying all of the information contained therein is true and an accurate reflection of the organization, and that regardless of the applicant's intent, the submission of information that is false or misleading may result in actions by FEMA. These actions include but are not limited to the submitted application not being considered for award, temporary withholding of funding under the existing award pending investigation, or referral to the DHS OIG.
The following documentation shall be provided to FEMA upon request:
i. A copy of the grant writer's contract for services; ii. A copy of the invoice or purchase order;
iii. A copy of the canceled check(front and back); and iv. Evidence that the services were competitively procured. If an applicant's local procurement practices/policies do not require competitive bidding under$1,500, then the applicant may be asked to provide a copy of that policy.
Failure to provide the requested documentation may result in the grant writer fee being deemed ineligible and the grant reduced accordingly.
NOTE: FEMA requires that all applicants identify the following as"Application Participants" in the "Contact Information" section of the application:
Any individual or organization that assisted with the development,preparation, or review of the application to include drafting or writing the narrative and budget, whether that person, entity, or agent is compensated or not and whether the assistance took place prior to submitting the application.
III.Maintenance and Sustainment for AFG Programs
The use of FEMA preparedness grant funds for the costs of repairs or replacement, as well as maintenance contracts, warranties, and user fees may be allowable.
The intent of eligible Maintenance and Sustainment activities is to provide direct support to the critical capabilities developed using FEMA and other DHS grants and support activities.
Routine upkeep and the supplies, expendables, or one-time use items that support routine upkeep (e.g., gasoline, tire replacement,routine oil changes,monthly inspections or grounds and facility maintenance) are the responsibility of the recipient and may not be funded with AFG Program funding.
Generally,when purchasing a maintenance agreement, service contract, or extended warranty for systems or equipment, the period of coverage provided under such a plan may not extend beyond the period of performance of the grant with which the agreement, warranty, or contract is purchased.
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81 The duration of an extended warranty purchased incidental to the original purchase of the equipment may exceed the period of performance as long as the coverage purchased is consistent with that which is typically provided for, or available through, these types of agreements, warranties, or contracts. When purchasing a stand-alone warranty or extending an existing maintenance contract on an already-owned piece of equipment or system, coverage purchased may not exceed the period of performance of the award used to purchase the maintenance agreement or warranty. As with warranties and maintenance agreements, this policy extends to licenses and user fees as well.
Even if purchased incidental to the original purchase of the equipment, the duration of an extended maintenance agreement or warranty must also be reasonable for the type of equipment or system being purchased. For example, if a vendor offers a 10-year extended warranty incidental to the purchase of a piece of equipment,but the useful life of that equipment being purchased is five years, the purchase of a 10-year extended warranty would not be a reasonable cost and may not be charged to the grant.
IV.Taxes,Fees,Levies, and Assessments
Taxes, fees, levies, or assessments that the recipient is legally required to pay and are directly related to any eligible AFG Program acquisition activity may be charged to an AFG Program award pursuant to 2 C.F.R. § 200.470. These charges shall be identified and enumerated in the AFG Program application narrative, as well as the "Grant Request Details" section of the acquisition activity.
Any avoidable and unreasonable costs that result from the action or inaction of a recipient(or recipient's agent) or that prevent that recipient from enjoying any lawful exemption, waiver, or reduction of any tax, fee, levy, or assessment directly related to any eligible AFG Program acquisition activity, are not chargeable to any AFG Program award.
Example: Governmental entities and Public Safety Agencies are exempt from some Federal Communications Commission (FCC) fees*, but only if the eligible organization submits an exemption or waiver request to the FCC.
*Government entities are not required to pay FCC regulatory fees. Nonprofit entities (exempt under Section 501 of the Internal Revenue Code) may also be exempt. The FCC requires that any entity claiming exempt status submit, or have on file with the FCC, a valid Internal Revenue Service Determination Letter documenting its nonprofit status or certification from a governmental authority attesting to its exempt status. For more information,please visit hqq://www;fcc.go
V. Excess Funds
After completing the initial project's purpose in the recipient's application, some recipients may have unexpended funds remaining in their budget. These excess funds may result from any combination of under-budget acquisition activities or competitive procurement processes.
These cost-shared excess funds may be utilized to address an organization's local needs or to mitigate identified capability gaps. FEMA expects excess funds to be obligated concurrent with an award's period of performance to address a known or critical need.
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82 Excess Funds Restrictions
In general, excess funds are limited to no more than $10,000 for any award. If you have any questions, contact the AFG Help Desk at 866-274-0960 or email FireGrantsgfema.dhs.gov.
The AFG Helpdesk is open Monday through Friday, 8 a.m. —4:30 p.m. ET.
The $10,000 maximum is cumulative for any grant, regardless of the number of activities within the award, and will require no amendment except when the use of excess funds is for any eligible activity that would normally require an EHP review. • Excess funds cannot be used to support Fire Prevention and Safety activities. • Consistent with the funding priorities set by the panel of fire service professionals and stakeholders, excess funds are limited to the purchase of High Priority items only.
• Excess funds cannot be used for grant writer/preparer fees. • Excess funds may only be used for allowable activities identified in the program guidance for that fiscal year's grant cycle.
• The opportunity for excess funds is limited when the original uncompleted Scope of Work is changed via an amendment.
Example: An award for the acquisition of 10 SCBA units is reduced via Amendment to 8 SCBA units. The federal participation and the recipient cost obligation are both reduced and any remaining unliquidated federal funds resulting from the reduction in quantity of awarded items are not allowable as excess funds. FEMA may allow reduction in the quantity of awarded items but not total project cost if compelling justification of need is provided.
Exceptions to the$10,000 use may be considered by FEMA if urgent and compelling need that can be directly related to a demonstrated event impacting the health and safety of the firefighters within the department can be identified. This request must be submitted in writing via an amendment.
VI.Payments and Amendments
FEMA uses the Direct Deposit/Electronic Funds Transfer(DD/EFT) method of payment to recipients. AFG Program payment/drawdown requests are generated using FEMA GO. AFG Program payment/drawdown requests from state or local government entities will be governed by applicable federal regulations in effect at the time a grant is awarded to the recipient and may be either advances or reimbursements. Recipients should not expend funds until all special conditions listed on the grant award document have been met, including completion of EHP review, active SAM.gov registration, and the request for payment in FEMA GO has been approved.
Recipients should draw down funds based upon immediate disbursement requirements; however, FEMA strongly encourages recipients to draw down funds as close to disbursement or expenditure as possible to avoid accruing interest.
Non-federal entities should keep detailed records of all transactions involving the grant.
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83 FEMA may at any time request copies of any relevant documentation and records, including purchasing documentation along with copies of canceled checks for verification. See, e.g., 2 C.F.R. §§ 200.318(i), 200.334, 200.337.
ADVANCES
Recipients shall be paid in advance, provided they maintain or demonstrate the willingness and ability to maintain procedures to minimize the time elapsing between the transfer of funds and its disbursement by the recipient (not to exceed 30 days), and the financial management systems that meet the standards for fund control and accountability as established in 2 C.F.R. Part 200. The recipient shall include invoice(s) and/or purchase orders for advance AFG Program payment/drawdown requests. EHP review requirement must be met prior to advanced payments.
Although advance drawdown requests are permissible, recipients remain subject to applicable federal laws in effect at the time a grant is awarded to the recipient. Governing interest requirements include the Uniform Administrative Requirements Cost Principles,and Audit Requirements for Federal Awards at 2 C.F.R. Part 200 and the Cash Management Improvement Act(CMIA) and its implementing regulations at 31 C.F.R. Part 205. Interest under CMIA will accrue from the time federal funds are credited to a recipient's account until the time the recipient pays out the funds for program purposes. For the rate to use in calculating interest, please visit Treasury Current Value rate at https://www.fiscal.treasury_ ovg /fsreports/rpt/cvfr/cvfr home.htm.
REIMBURSEMENT
Payment by reimbursement is the preferred method when the requirements to be paid in advance,pursuant to 2 C.F.R. § 200.305, cannot be met. In accordance with U.S. Department of Treasury regulations at 31 C.F.R. Part 205, if applicable, the recipient shall maintain procedures to minimize the time elapsing between the transfer of funds and the disbursement of said funds. As a prerequisite of AFG Program approval for reimbursement requests, recipients shall include proof of purchase, in the form of a canceled check or credit card transaction, active SAM.gov registration, and a final invoice(s) in each reimbursement AFG Program payment/drawdown request.
REBATES
Recipients shall disburse program income, rebates, refunds, contract settlements, audit recoveries, and interest earned on such funds before requesting additional cash payments, in accordance with 2 C.F.R. § 200.305. The reduction of federal financial participation via rebates/refunds may generate excess funds for the recipient if the recipient previously obligated their Cost Share match based upon the original award figures. If the recipient previously obligated their original Cost Share prior to the rebate,then the recipient may have minimum excess funds equal to the difference between the original Cost Share less the rebate adjusted Cost Share.
PAYMENT REQUESTS DURING CLOSEOUT
A recipient may only submit reimbursement payment requests up to 120 calendar days after the expiration of the period of performance, during an award's closeout reconciliation.
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84 Reimbursement payments are the only eligible type of requests to be submitted after a grant's period of performance has expired. The expenditure must have been obligated and received during the period of performance of the award. The recipient's request should contain clear and specific information certifying that the liquidation of federal funds is reimbursement for an obligation properly incurred during the active period of performance; FEMA may request documentation supporting the reimbursement for review at any time.
AMENDMENTS
FEMA may approve AFG Program award amendments on a case-by-case basis, for the following reasons:
• Extension of the period of performance in order to complete the scope of work; • Changes to the activity,mission,retroactive approval(pre-award), closeout issues, and some excess funds requests; or
• Budget changes (adding funds to award/non-closeout deobligation of funds).
FEMA will only consider amendments submitted via FEMA GO. These requests must contain specific and compelling justifications for the requested change. Amendments or changes to the scope of work may require additional EHP review. FEMA strongly encourages recipients to expend grant funds in a timely manner,to be consistent with AFG Program goals and objectives. All amendments require recipients to maintain an active SAM.gov registration.
NOTE:A recipient may deobligate (i.e., return) unused funds (i.e., those remaining funds previously drawn down via payment request and/or remaining award funding that was never requested) to DHS/FEMA prior to the end of an award's period of performance. To exercise this option, a recipient must submit an amendment via FEMA GO and state in the amendment that the unliquidated funds (i.e., the funds to be returned) are not necessary for the fulfillment or success of the grant's obligations or mission. The recipient must also indicate in the amendment that it understands that the returned funds will be deobligated and unavailable for any future award expenses. Deobligation of funds will decrease the federal portion of the grant and the amount of the recipient's Cost Share obligation.
FEMA will confirm deobligation amendments with all points of contact,after confirmation of the recipient's intent to deobligate, FEMA will hold the approved deobligation request for 14 calendar days as a period for recipient reconsideration before FEMA processes the deobligation request. The deobligation of funds cannot be reversed.
VII.Disposition of Grant Funded Equipment
A recipient must use,manage, and dispose of AFG Program-funded equipment in accordance with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards at 2 C.F.R. § 200.313. With the exception of state governments, when original or replacement equipment acquired under an AFG Program award is no longer needed for the original project,program, or other activities currently or previously supported by a federal awarding agency, the recipient must request disposition instructions from FEMA. FEMA strongly recommends contacting a Regional FPS or the AFG Program Help Desk prior to the disposition of AFG Program-funded equipment, to include vehicles.
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